Title
Consider/Discuss/Act on a Resolution Authorizing the City Manager to Execute a Contract and All Necessary Change Orders with RLC Controls, Inc. of McKinney, Texas for Water and Wastewater Supervisory Control and Data Acquisition (SCADA) System Upgrade
Summary
COUNCIL GOAL: Operational Excellence
(2B: Balance available resources to accommodate the growth and maintenance needs of the city)
MEETING DATE: June 18, 2024
DEPARTMENT: Public Works
Procurement Services
CONTACT: Ryan Gillingham, PE, Director of Public Works
Michael George, Assistant Director of Public Works
Paul Tucker, Senior CIP Engineer
Tonya Hall, Procurement Services Supervisor
RECOMMENDED CITY COUNCIL ACTION:
• Approval of Resolution
ITEM SUMMARY:
• This Resolution authorizes an award of contract and allows for the City Manager to execute a contract and all necessary change orders with RLC Controls, Inc. to provide services to include installation, programming, and upgrading existing and new programmable logic controllers (PLCs), human-machine interfaces (HMIs) and Supervisory Control and Data Acquisition (SCADA) PC-computer terminals throughout the system, followed by a period of ongoing service maintenance support (CIP Projects WA2108 and WW2108). Total contract amount not to exceed $1,750,000.
BACKGROUND INFORMATION:
• The City issued Request for Proposals, 24-08RFP to solicit proposals from respondents capable of installation and upgrading the City’s current SCADA system.
• The RFP was issued on March 17, 2024
o Advertised in the McKinney Courier-Gazette
o Posted on McKinney TV
o 888 eBid supplier notifications which included 54 Historically Underutilized Business (HUB) suppliers
• Out of 888 supplier notifications, three (3) proposals were received on May 2, 2024. One proposal did not include all the Proposal Requirements and was deemed non-responsive.
• An evaluation team comprised of members from the Water/Wastewater and Engineering departments along with the consultant from Birkhoff, Hendricks & Carter, L.L.P. reviewed and scored the responses based on the following criteria outlined in the RFP:
o 40% - Cost Proposal
o 25% - Technical
o 20% - Company Profile, Staff Experience and References
o 10% - Implementation Plan / Time Period
o 5% - Maintenance Services Rates
• Based on the results of the evaluated proposals, the evaluation team is recommending the award of a contract with the highest-ranked respondent, RLC Controls, Inc. to provide services of installation and upgrading the City’s current SCADA system. The City was able to secure an additional $49,176 discount after negotiations.
• The contract includes Ongoing Support and Maintenance after installation and upgrades are completed. Support and Maintenance services shall begin upon completion of the installation and shall continue for a period of five (5) years. The pricing for the Support Work shall be based on the standard Labor Rates and Charges for Work proposed by RLC Controls, Inc. Upon completion of the initial term, the City may renew the Support Work for successive one (1) year renewal terms.
FINANCIAL SUMMARY:
• This Resolution authorizes a contract and all necessary change orders with RLC Controls, Inc. for an amount not to exceed $1,750,000.
• Funding for this contract is included in the Capital Improvements Program (WA2108 and WW2108)
o WA2108 (Fund 20) - $1,452,500
o WW2108 (Fund 20) - $297,500
BOARD OR COMMISSION RECOMMENDATION:
• N/A