Title
Contract No. 2004474
UPS Maintenance Service Contract for CSO & WRRF Facilities
Vendor: Process Controls & Instrumentation (PCI) LLC
O&M
Body
Agenda of: November 18, 2021
Item No.: 2021-434
Amount: $2,298,094.53
TO: The Honorable
Board of Directors
Great Lakes Water Authority
FROM: Suzanne R. Coffey, P.E.
Interim Chief Executive Officer
Great Lakes Water Authority
DATE: November 3, 2021
RE: Contract No. 2004474
UPS Maintenance Service Contract for CSO & WRRF Facilities
Vendor: Process Controls & Instrumentation LLC (PCI)
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 Interim Chief Executive Officer (ICEO) to enter into Contract No. 2004474, “UPS Maintenance Service Contract for CSO & WRRF Facilities” with Process Controls & Instrumentation LLC (PCI), at a cost not to exceed $1,536,999.82 for a duration of 3-years, with two (2) one-year renewal options at a total cost of $761,094.71, for a total contract value of $2,298,094.53; and authorizes the ICEO to take such other action as may be necessary to accomplish the intent of this vote.
BACKGROUND
The nine CSO Facilities and WRRF have a total of 114 Uninterrupted Power Supply (UPS) systems that are utilized to ensure proper operation of these facilities in the event of a power failure. The UPS prevents the control system from losing power during momentary, or sometimes longer interruptions in the power supply from the utility. Additionally, some facilities have UPS systems that provide backup power to emergency lighting systems which ensure minimal lighting of a facility during a power outage.
GLWA has had a UPS maintenance contract for the CSO facilities since 2018, which expires in December 2021. This contract is a continuation of these services for the CSO Facilities, but now also includes the WRRF to ensure proper maintenance and repair of the UPS systems for these facilities are being performed and that these systems are ready to operate when called upon.
The majority of UPS systems to be maintained at these facilities are for controls, switchgear, and a few are for the emergency lighting systems. These control systems must remain “on” during power interruptions to ensure GLWA operations. Shutting down a control system in a sudden power outage can cause significant issues with the control of a facility’s equipment. These UPS systems, like other critical operations systems, require periodic, and specialized maintenance and repair services to ensure their proper operation and readiness to provide backup power in the event of a power failure.
JUSTIFICATION
Total loss of power or a momentary loss of power to a GLWA facility’s control systems or emergency lighting systems from the grid during normal or wet-weather operations can have dramatic impacts on the operations of these facilities and the safety of our team. These impacts could include improper or lack of operation of equipment that could lead to damage of equipment, or flooding, or possible safety hazards to GLWA staff if they are in a location that lighting is necessary. The maintenance of these UPS systems is critical to ensuring the availability of the units in the event of a power outage that some control capability remains and reduces the interruption to the system upon power restoration. Additionally, GLWA staff can safely traverse a facility during a power outage where they supply backup power to emergency lighting.
Under this contract, the contractor will provide the necessary maintenance, repair, and replacement services required to keep these critical UPS backup power supply systems as well as switchgear control battery systems in operation and ready to function and assure continuity of operations during power loss situations.
FINANCIAL PLAN IMPACT
Summary: The services outlined under this contract are within the scope of the Operations and Maintenance (O&M) budget for the Water Resource Recovery Facility (WRRF) and Combined Sewer Overflow (CSO) facilities. Should the maximum contract be needed, and a budget amendment is required, a reduction will first be made to another category and then to the Unallocated Reserve.
Funding Source: Operations and Maintenance (5960 - Sewer)
Cost Centers: Water Resource Recovery (892201)
Combined Sewer Overflow Facilities (892270 - 892278)
Expense Type: O&M - Contractual Operating Services (617900)
O&M - Repairs & Maintenance Equipment (622300)
Estimated Financial Plan by Year and Related Estimating Variance:
FY 2022 Budget (Prorated) $152,600.00
FY 2023 Plan 339,700.00
FY 2024 Plan 346,100.00
FY 2025 Plan 397,300.00
FY 2026 Plan 378,900.00
FY 2027 Plan (Prorated) 190,100.00
Total Financial Plan $1,804,700.00
Maximum Contract Balance 2,298,094.53
Variance (positive/(negative)) ($493,394.53)
COMMITTEE REVIEW
This item was presented to the Operations and Resources Committee at its meeting on November 10, 2021. The Operations and Resources Committee unanimously recommended that the GLWA Board adopt the resolution as presented.
SHARED SERVICES IMPACT
The proposed procurement of this item may be shared, in part, at the Belle Isle CSO, which is shared in part by DWSD and GLWA. This item is budgeted by both entities as noted above.