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File #: 2022-227    Version: 1 Name:
Type: Resolution Status: Passed
File created: 5/27/2022 In control: Board of Directors
On agenda: 6/22/2022 Final action: 6/22/2022
Title: Contract No. 2103733 As-Needed Virtual Tour, Laser, and Unmanned Aerial Vehicle Scanning Services Vendor: Wade Trim Associates, LLC.
Sponsors: Navid Mehram
Indexes: Wastewater Operations
Attachments: 1. 2103733.Procurement Board Report-RFP, 2. 2103733.Cost Summary

Title

Contract No.  2103733

As-Needed Virtual Tour, Laser, and Unmanned Aerial Vehicle

Scanning Services

Vendor:  Wade Trim Associates, LLC.

 

Body                     

Agenda of:                     June 22, 2022

Item No.:                     2022-227

Amount:                     Three Year Contract                                           $1,000,000.00

First Year Renewal Option                                                250,000.00

Second Year Renewal Option                           250,000.00

Total Contract                                                                 $1,500,000.00

 

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:                     May 27, 2022

 

RE:                     Contract No.  2103733

                     As-Needed Virtual Tour, Laser, and Unmanned Aerial Vehicle Scanning Services

                     Vendor:  Wade Trim Associates, LLC.

 

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. 2103733, “As-Needed Virtual Tour, Laser, and Unmanned Aerial Vehicle Scanning Services” with Wade Trim Associates, LLC., in the amount of $1,000,000.00 for a duration of three (3) years, with two (2) one-year renewal options at a cost not to exceed $250,000.00 for each renewal year for a total amount of $1,500,000.00; and authorizes the ICEO to take such other action as may be necessary to accomplish the intent of this vote. 

BACKGROUND

The Great Lakes Water Authority (GLWA) facilities are vast and complex.  As we complete improvements to our facilities, recording record documentation of these facilities can be extremely challenging with 2D information. As new designs and studies are performed for GLWA facilities, having 3-dimensional tours and laser scans allow for better design, improved operations, maintenance engagement, and better bidding of those designs because there are less unknowns or interferences.

JUSTIFICATION

To improve how GLWA completes designs, studies, and construction contracts, a laser scanning and virtual tour contract was developed to serve both Water and Wastewater facilities.  The results from these efforts will not only be utilized for design purposes, but will be used in GLWA operations and maintenance by connecting completed virtual tours to our enterprise asset management system, and to our Supervisory Control and Data Acquisition (SCADA) systems through Application Programming Interfaces (APIs) that allow our staff to fully leverage these scans from design (for reliability centered design efforts) through maintenance, by navigating to assets in a virtual setting, creating work orders, and monitoring the assets. 

FINANCIAL PLAN IMPACT

Summary: The proposed contract will cover both Water and Wastewater Engineering and Operations Teams. The current FY 2023 budget and five-year financial plan were based on previous experience and work performed. The value of the contract would be an additional expense, outside of the current financial plan in total.  Since this is an as-needed contract, the budget would be based on the team requesting services based on individual tasks under this proposed contract. Potential positive variances of other contractual services through in task requests as well as the use of this service may vary by year. The financial plan will be adjusted accordingly during the FY 2024 budget preparation to accommodate the proposed contract amount.

Funding Source:                      Operations and Maintenance Budget (O&M - 5910 & 5960)

Cost Centers:                       Water Operations - (All Cost Centers)

Wastewater Operations - (All Cost Centers)

Field Service Operations - (882431)

Systems Operations Control - (882301)

 

Expense Types:                     Contractual Operating Services (617900)

                                                               Contractual Professional Services (617903)

Estimated Cost by Year and Related Estimating Variance: 

                     Fiscal Year                                                                                       Amount                                                               

FY 2023 Budget                                                                  $212,600                                                               

                     FY 2024 Financial Plan                                               215,300                                                               

                     FY 2025 Financial Plan                                               216,000                                                               

                     FY 2026 Financial Plan                                               216,850                                                               

                     FY 2027 Financial Plan                                               218,050                                                               

                                            Total Budget                                                                $1,078,800                                                               

                     Maximum Proposed Contract                       $1,500,000                                                               

                     Variance (positive/(negative))         ($421,200)                     

 

COMMITTEE REVIEW

This item was presented to the Operations and Resources Committee at its meeting on June 8, 2022. 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 will be shared by the GLWA and DWSD as outlined in the Shared Services Agreement OPS-008 for work performed at DWSD owned facilities.