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File #: 2020-182    Version: 1 Name:
Type: Resolution Status: Passed
File created: 5/26/2020 In control: Board of Directors
On agenda: 6/24/2020 Final action: 6/24/2020
Title: Contract No. 1904738 Instrumentation and Controls Maintenance Services
Sponsors: Navid Mehram
Indexes: Wastewater Operations
Attachments: 1. RFP 1904738 Bid Tab - Instrumentation and Controls Maintenance, 2. RFP 1904738 Procurement Board Report (1), 3. Awarded Vendors Mid Michigan Information

 

Title

Contract No. 1904738

Instrumentation and Controls Maintenance Services

 

Body                     

Agenda of:                     June 24, 2020

Item No.:                     2020-182

Amount:                     $7,620,000.00

 

TO:                     The Honorable

                     Board of Directors

                     Great Lakes Water Authority

 

FROM:                     Sue F. McCormick

                     Chief Executive Officer

                     Great Lakes Water Authority

 

DATE:                     June 24, 2020

 

RE:                     Contract No.  1904738

                     Instrumentation and Controls Maintenance Services

                     Vendor:  Various Vendors

 

 

MOTION

 

Upon recommendation of Navid Mehram, Chief Operating Officer - Wastewater Operating Services, the Board of Directors (Board) of the Great Lakes Water Authority (GLWA), authorizes the Chief Executive Officer (CEO) to enter into Contract No. 1904738, “Instrumentation and Controls Maintenance Services” with the Vendors listed below, at a cost not to exceed Seven Million Six Hundred Twenty Thousand ($7,620,000.00) for a duration of three years, with two renewal options; and authorizes the CEO to take such other action as may be necessary to accomplish the intent of this vote. 

 

Vendors included in this contract are the following:

                     CEC Controls

                     Emerson Power & Water Solutions

                     Outbound Technologies, Inc.

                     Process Control & Instrumentation (PCI), LLC

                     RKNeal LLC

                     Utilities Instrumentation Service

 

BACKGROUND

Services provided under this Instrumentation and Controls maintenance Job Order Contract include, but are not limited to instrument verification, instrument calibration, instrument repair (including identifying replacement equipment, generating bill of material lists, ordering equipment, and replacing equipment), troubleshooting loops, programming Ovation distributed control system, programming programmable logic controllers, programming human machine interfaces, and providing operational technology (OT) support services including networking and cybersecurity.

For these specialized services, six vendors were selected to provide instrumentation and controls maintenance services on a task by task basis under this contract. Each task order can range in value between $5,000 and $1,000,000.  GLWA will issue each selected vendor a contract and purchase order with no guarantee of the amount to be spent with that vendor.  This Contract will enable a single contract, procured, and vetted through Legal and Risk Management, that encompasses all of the above-mentioned individual $5,000 to $1,000,000 contracts. The authorization for each task under this contract will be in accordance with the GLWA procurement policy.  This Contract is intended to service Wastewater and the Combined Sewer Overflow (CSO) Basin Facilities.

Each task will be competitively bid by a minimum of three (3) out of the six (6) selected vendors.  The selected vendors bidding on a task will be provided with the scope, approach, schedule, and budget elements being considered for responsiveness to the task.  Each task will follow the process through GLWA’s established procedures for proper oversight, budgeting, and execution.  Once a task is awarded, a notice to proceed will be issued to the selected vendor authorizing them to proceed on the task and identifying the task value against the vendor’s PO issued to them during the contract award phase.

 

 

 

JUSTIFICATION

The maintenance, calibration and repair procurements are essential to continue meeting current demand and regulatory requirements by keeping our instrumentation and controls integrity. To streamline the procurement of relatively small PO maintenance and repair services, this Job Order Contract stands to meet organizational needs in a more timely and efficient manner in line with the Board’s request to improve project inception to completion cycle. Additionally, by reducing many maintenance and repair related procurements and routing them through the Job Order Contract, the Procurement, Legal, and Risk Management teams at GLWA can focus more on procuring large capital improvement design and construction projects needed to preserve and obtain capacity/improvements necessary to meet future demands or regulatory requirements.  This strategy will allow all current and future procurement needs to have the priority and urgency they require.

FINANCIAL PLAN IMPACT

Summary:  This contract will be available for use by Wastewater Process Control.  The use of this contract will be controlled by consistent application of current requisition and approval practices.  This means that individual tasks requested will be reviewed against available budget by expense category. With these controls in place, this contract is within the financial plan as shown in the table below.

Funding Source:  Operations and Maintenance (O&M) budgets for Sewer (5960)

Cost Centers:   Wastewater Process Control (892222)

Expense Types (Depending on task): 

                     Contractual Operating Services (617900)

                     Repairs & Maintenance - Hardware (622301)

                     Repairs & Maintenance - Software (622302)

Estimated Cost by Year and Related Estimating Variance:  See table below.

                                          FY 2021 Budget                                                               $1,486,700

                                          FY 2022 Plan                                                                 1,529,650

                                          FY 2023 Plan                                                                 1,491,200                     

                                          FY 2024 Plan                                                                 1,722,730

                                          FY 2025 Plan                                                                 1,394,900

                                          Financial Plan Forecast                                          $7,625,180

                                          Maximum Contract                                                               $7,620,000

                                          Variance                                                                                    $       5,180                     

 

COMMITTEE REVIEW

This item was presented to the Operations and Resources Committee at its meeting on June 10, 2020.  The Operations and Resources Committee unanimously recommended that the GLWA Board adopt the resolution as presented.

SHARED SERVICES IMPACT

 This item does not impact the shared services agreement between GLWA and DWSD.