Submitted By
Rob Sproule, Public Works Director
Reviewed By
A.M. Zayyad, Deputy Village Manager
Agenda Item Title
Title
A Resolution Approving an Independent Contractor Agreement with Newcastle Electric, Inc. for Scada Cabinet Replacement in an Amount Not to Exceed $43,350.00 and Authorizing Its Execution
End
Overview
Overview
The Central Pumping Station (CPS) Supervisory Controls and Data Acquisition (SCADA) Cabinet controls all of the automatic operations for the CPS and the alarm notifications for all three (3) pumping stations. The current system is at its end of life and is considered obsolete by the manufacturer. Staff proposes an Independent Contractor Agreement with Newcastle Electric to replace the existing cabinet and hardware.
End
Recommendation
Recommendation
Adopt the Resolution.
Background
The Central Pumping Station (CPS) is the Village’s main pumping station, pumping over fifty percent (50%) of the Village’s daily water demand. The CPS’s Supervisory Controls and Data Acquisition (SCADA) Cabinet controls all of the automatic operations for the CPS and the alarm notifications for all three (3) pumping stations. The current system is at its end of life and is considered obsolete by the manufacturer. Spare parts are only available in, at best, refurbished conditions via websites such as eBay and Craigslist. As a result, servicing the current system is increasingly challenging and will soon not be possible. Depending on the failure, the outcome could be as detrimental as complete and indefinite disruption to the CPS’s automatic operations. This project must take place after the completion of a previously approved CPS project for complete replacement of the variable frequency drives, otherwise, if done inversely, compatibility issues will arise.
The Village issued a Request for Bids (RFB) for an electrical contractor to remove the existing cabinet and replace it with a new cabinet, built and programmed by the Village’s contracted SCADA integrator. This project had five (5) plan holders and two (2) prospective bidders attend the mandatory pre-bid meeting. One (1) bid was received for consideration from Newcastle Electric Inc., in the amount of $43,350.00. The bid is over-budget; Budget estimates were low and replacement requires more extensive work than anticipated. Staff feels this is a competitive quote and that the project should move forward because funds have been allocated and already dispersed to the SCADA integrator to build the new SCADA cabinet; it is expected to be ready for installation by October 2023. Therefore, staff recommends entering into an Independent Contractor Agreement with Newcastle Electric Inc. for an amount not to exceed $43,350.00.
Fiscal Impact
The Fiscal Year 2023 Water & Sewer Fund Budget includes $25,000.00 for this project within account # 5040-43730-776-570707 (Water Supply, Capital Improvements). There are sufficient unencumbered funds in account # 5040-43730-777-570707 (Water Distribution, Capital Improvements) to cover the additional $18,350.00 needed for this project.
DEI Impact
N/A.
Alternatives
The Board can delay action to gain additional information.
Previous Board Action
The Board approved this project as part of the Fiscal Year 2023 Water & Sewer CIP program.
Citizen Advisory Commission Action
N/A.
Anticipated Future Actions/Commitments
N/A.
Intergovernmental Cooperation Opportunities
N/A.