HomeMy WebLinkAboutAgenda Report - June 7, 2023 C-15CITY OF
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CALIFORNIA
AGENDA ITEM
C4015
COUNCIL COMMUNICATION
AGENDA TITLE: Adopt Resolution Authorizing City Manager to Execute Agreement with Telstar Instruments,
of Concord, for Supervisory Control and Data Acquisition and Instrumentation, Maintenance,
and Integration Services ($225,000)
MEETING DATE: June 7, 2023
PREPARED BY: Public Works Director
RECOMMENDED ACTION: Adopt resolution authorizing City Manager to execute Agreement with
Telstar Instruments, of Concord, for supervisory control and data
acquisition and instrumentation, maintenance, and integration services, in
the amount of $225,000.
BACKGROUND INFORMATION: The City of Lodi owns and operates a number of water and wastewater
facilities, which include the Surface Water Treatment Facility (SWTF), the
White Slough Water Pollution Control Facility (WSWPCF), 28 groundwater
wells, 17 storm water pumping stations, and 10 sewer lift stations. All of these facilities utilize a computer -
monitored alarm response, control, and data acquisition system, commonly referred to as a supervisory control
and data acquisition (SCADA) system. The central SCADA system for the water system and storm and sewer lift
stations is located at SWTF. WSWPCF operates independently on its own SCADA system. In addition to the
current facilities monitored by SCADA, the Public Works Department has several current and future projects that
will require SCADA integration, such as the new million -gallon water storage tank to be located at well site No.
28. The current Professional Services Agreement with Telstar expires on June 30, 2023.
The scope of work includes calibration and trouble -shooting for hydraulic and analytical instrumentation at water
and wastewater facilities, on-call emergency services, and SCADA integration services for various new and
existing stormwater, water, and wastewater facilities, as needed.
Telstar Instruments is a highly qualified SCADA service provider with experienced staff. Telstar was the
subcontractor chosen to integrate the SCADA and instrumentation systems at the SWTF and municipal well
system. Telstar has proven to be responsive and reliable. The total cost for this work is not -to -exceed
$225,000, over the three-year term of the agreement.
Staff recommends authorizing City Manager to execute Agreement with Telstar Instruments, of Concord, for
supervisory control and data acquisition and instrumentation, maintenance, and integration services, in the
amount of $225,000.
FISCAL IMPACT: This work is necessary to optimize remote operation and to comply with monitoring
and reporting requirements for the water and wastewater utility infrastructure. This
work will not impact the General Fund.
Stephen Schwabauer, City Manager
\\pwadc02\msc$\GROUP\ADMIN\Council\2023\06072023\TelStar\CC# Telstar SCADA Services 2023.doc
5/24/2023
Adopt Resolution Authorizing City Manager to Execute Professional Services Agreement with Telstar Instruments, of Concord, for Supervisory Control and Data Acquisition and
Instrumentation, Maintenance, and Integration Services ($225,000)
June 7, 2023
Page 2
FUNDING AVAILABLE: Water Plant Operating Fund (56052005):
$50,000
Wastewater Plant Operating Fund (53053003):
$65,000
Sanitary Sewer Maintenance Fund (53053004):
$35,000
Storm Water Maintenance Fund (53053005):
$35,000
Water Production (56052003):
$40,000
TOTAL: $225,000
Andrew Keys
Andrew Keys
Deputy City Manager/Internal Services Director
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Charles E. Swimley, Jr.
Public Works Director
Prepared by Travis Kahrs
Attachment
cc: Lance Roberts, Utilities Manager
Signature: Qr )�a'p
Email: akeys@lodi.gov
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INSTRUMENTS Contractor License #422364
Contractor DIR #1000000899
CONTROL SYSTEM INTEGRATION • INSTRUMENTATION SERVICES
SCADA/AUTOMATION • PLC/HMI • ELECTRICAL • CALIBRATION • MAINTENANCE
May 15, 2023
City of Lodi
Sent via email: Travis Kahrs
Attn: Travis Kahrs
Proj: City of Lodi SWTP & SCADA
Subj: SCADA and Instrumentation Maintenance
Ref: 30- 41571 (2023-2024 Service Rates)
Dear Andrew/Travis/Tosha,
Telstar Instruments is pleased to provide this quotation for SCADA and instrumentation
maintenance services for the City of Lodi water and wastewater facilities. Services will
be provided on a time and materials basis. Hourly rates for various categories of
technicians, programmers, and engineers are provided herein. Anticipated scope items
that will be provided under this SCADA and instrumentation maintenance services
agreement follow.
Anticipated Scope of Services
Instrument Maintenance — calibration and troubleshooting for hydraulic and analytical
instrumentation at the water and wastewater facilities.
SCADA Maintenance — maintain backup SCADA computers and PLCs; apply Microsoft
and Wonderware updates as applicable; evaluate system for deficiencies; address
operations identified maintenance items.
On-call Emergency Services — Telstar maintains 24/7 emergency Instrumentation and
SCADA support for its customers. Provide as -needed emergency controls system
support services for the water and wastewater facilities.
Project Integration — provide SCADA integration services for various new and existing
storm water, water, and wastewater facilities, as needed. Incorporate facilities into
existing SCADA, communications, and PLC systems.
1717 Solano Way, Unit 34, Concord, CA 94520 Phone 925-671-2888, Fax 925-671-9507
4017 Vista Park Court, Sacramento, CA 95834 Phone 916-646-1999, Fax 916-646-1096
202 South Douty Street, Hanford, CA 93230 Phone 559-584-7116, Fax 559-584-8028
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INSTRUMENTS Contractor License #422364
Contractor DIR #1000000899
CONTROL SYSTEM INTEGRATION • INSTRUMENTATION SERVICES
SCADA/AUTOMATION • PLC/HMI - ELECTRICAL • CALIBRATION • MAINTENANCE
Time and Material Rates, Normal Working Hours
Rates are valid through June 30, 2024
Instrumentation Technician.............................................................................. $162.00/hr
California Certified Electrician.......................................................................... $169.00/hr
PLC/SCADA Computer Programmer............................................................... $221.00/hr
Engineer (registered CA Professional Engineer)... ................................... I ....... $232.00/hr
Vehicle Usage/Test Equipment/Tool charge ..................................................$220.00/day
Materials.................................................................................................... Cost Plus 15%
FuelSurcharge............................................................................ ......................... 40%
Notes on Labor Rates:
1. Rates are valid through June 30, 2024. Rates will be increased on an annual basis for inflation /
cost of living expenses.
2. Travel time is billed portal to portal at the above rates.
3. Overtime is anything after 8 hours Monday — Friday. Time outside of normal business hours
Monday — Friday, and time on Saturday and Sunday is billed at Overtime / Emergency Rates.
4. Onsite service calls carry a 4 -hour minimum per person; time over 4 hours is charged as 8 hours.
Minimum charge for remote support is 2 hours.
5. Telstar is available 24 hours per day, 7 days a week to provide remote and onsite services as
needed for your SCADA system. Onsite emergency calls carry a 4 -hour minimum.
CLARIFICATIONS, EXCEPTIONS, AND EXCLUSIONS
a. Telstar labor will be billed against this contract on a monthly basis and each invoice will show
your remaining balance. A minimum of 25% of the contract value must be expended in FY 23/24.
The remaining balance of the contract up to 75% may be rolled over to the next fiscal year.
b. This agreement provides you guaranteed response time for remote support within 2 to 4 hours of
your call for service.
c. This agreement provides you guaranteed response time for normal on-site support within 24
hours of your call for service.
d. This agreement provides you guaranteed response time for emergency on-site support within 8
hours of your call for service.
e. All pricing is based on Telstar's standard Terms and Conditions.
f. Telstar's quotation includes only those items listed above. Requests for additions/deletions from
our scope will require a change in the quoted price.
g. We assume no responsibility for performance, applicability, start-up, testing, or acceptance of any
equipment not furnished by Telstar under this proposal.
TERMS AND CONDITIONS
Page 2 of 4
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INSTRUMENTS Contractor License #422364
Contractor DIR #1000000899
CONTROL SYSTEM INTEGRATION • INSTRUMENTATION SERVICES
SCADA/AUTOMATION • PLC/HMI • ELECTRICAL • CALIBRATION • MAINTENANCE
Base Terms: Quotation is valid for 30 days from the date of Telstar's quotation. Payment is due and payable 45
days from date of invoice. If payment is not received by the 45th day, a .05% daily service charge (18-3/4% per
annum) will be charged on all accounts past due. In the event of a dispute concerning payment, attorney's fees,
court costsand costs of collection will be paid to the prevailing party. The cost for permits and bonding are
excluded unlessexpressly referenced in Telstar's quotation. Our standard insurance applies unless agreed to in
writing by Telstar. Telstar's standard one year parts only warranty applies to this quotation. All other warranties,
express or implied, orreferenced elsewhere in contract documents are excluded, including but not limited to
implied warranties of merchantability or fitness for purpose. Unless expressly stated in Telstar's estimate, this
quote is based on standardstraight time hours and does not include any prevailing wage rates. The price quoted
herein is for the labor andmaterials specifically listed within the body of this quote. Service calls are charged at a 4
-hour minimum per person,excluding travel time. Unless expressly stated in the quotation, training, operation and
maintenance manuals, andpreparation of as built drawings are excluded from Telstar's scope of work.
Limitation of Liability: (a) In no event shall Telstar, its suppliers or subcontractors be liable for special, indirect,
incidental or consequential damages, whether in contract, warranty, tort, negligence, strict liability or otherwise,
including, but not limited to, loss of profits or revenue, loss of use of the Equipment or any associated equipment,
cost of capital, cost of substitute equipment, facilities or services, downtime costs, delays, and claims of customers
of Customer, its officers, directors, members employees or any third parties for any damages. Telstar's liability for
any claim whether in contract, warranty, tort, negligence, strict liability, or otherwise for any loss or damage arising
out of, connected with, or resulting from this Agreement or the performance or breach thereof, or from the design,
manufacture, sale, delivery, resale, repair, replacement, installation, technical direction of installation, inspection,
operation or use of any equipment covered by or furnished under this Agreement, or from any services rendered in
connection therewith, shall in no case exceed twenty-five percent (25%) of the purchase price allocable to the
Equipment, part or Services that is the subject of the claim. (b) All causes of action againstTelstar Instruments arising
out of or relating to this Agreement or the performance or breach hereof shall are deemed barred unless brought
within one year from the date of discovery or other accrual. (c) In no event, regardless of cause, shall Telstar
Instruments be liable for liquidated damages, offsets or penalties of any kind or to indemnify, defend or hold
harmless Customer, its officers, directors, members, employees or any third party, arising from or related to the
Equipment and/or Services provided by Telstar.
Force Majeure: Telstar shall neither be liable for loss, damage, detention or delay nor be deemed to be in default
for failure to perform when prevented from doing so by causes beyond its reasonable control including but not
limited to acts of war (declared or undeclared), Acts of God, fire, strike, labor difficulties, acts or omissions of any
governmental authority or of Customer, compliance with government regulations, insurrection or riot, embargo,
delays or shortages in transportation or inability to obtain necessary labor, materials, or manufacturing facilities
from usual sources or from defects or delays in the performance of its suppliers or subcontractors due to any of the
foregoing enumerated causes. In the event of delay due to any such cause, the date of delivery will be extended by
period equal to the delay plus a reasonable time to resume production, and the price will be adjusted to compensate
Telstar Instruments for such delay.
Cancellation: In the event of cancellation by Customer, Customer agrees to fully reimburse and compensate Telstar
for all costs associated with this Quotation or subsequent order, including but not limited to engineering, labor,
materials, quote and estimating time, and product return fees, plus a ten percent (10%) markup to compensate for
disruption in scheduling, planned production, indirect costs and profit. Payment for cancellation shall be due within
ten (10) days from the date of submission of charges by Telstar.
Entire Agreement: This Quotation constitutes the entire agreement between Telstar and Customer. There are no
agreements, understandings, restrictions, warranties, or representations between Telstar and Customer other than
those set forth herein or herein provided. This Quotation may only be amended, changed or revised by a written
amendment signed by an authorized representative of Telstar. No oral or implied agreements shall be of any force
or affect.
Page 3 of 4
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INSTRUMENTS Contractor License #422364
Contractor DIR #1000000899
CONTROL SYSTEM INTEGRATION • INSTRUMENTATION SERVICES
SCADA/AUTOMATION • PLC/HMI • ELECTRICAL • CALIBRATION • MAINTENANCE
Precedence: In the event Telstar is issued an authorization for work, Purchase Order, Contract or similar Agreement
with conflicting Terms and Conditions than those set forth herein, these Terms and Conditions will take precedence
and will supersede any and all other conflicting Terms and Conditions.
Submittals: In the event Telstar receives a Notice to Proceed or a written statement to proceed with submittals,
Telstar will be entitled to compensation based on percent of completion of submittal cost to Customer. Telstar will
prepare only one set of submittals, and any resubmittals shall be subject to an additional charge for engineering
time and other costs in preparing re -submittals.
Prevailing Wages: Telstar relies upon Customer's representations as to whether this Project requires payment of
prevailing wages. Customer agrees to defend, indemnify and hold Telstar harmless from and against any and all
claims, actions and demands, including but not limited to payment of legal fees, fines, back pay, and any penalties
or interest, associated with Customer's inaccurate representation of whether prevailing wages are required to be
paid.
TELSTAR'S COVID AND INDUSTRY CLAUSE RE: MATERIAL PRICING AND DELIVERY: Telstar is unable to hold prices
on materials for more than 7 days. Prices for plastic, copper, steel, and other commodities fluctuate daily. Our
vendors and manufacturers are experiencing unprecedented delays due to COVID-19 staffing, a shortage of
containers, port congestion, and raw material shortages that have extended lead times significantly. Telstar reserves
the right to amend the delivery date and the price of materials set forth in this quotation. Telstar considers any of
the above related changes imposed by our vendors and manufacturers as outside its reasonable control and subject
to Force Majeure provisions.
We look forward to working with you on this project. If you have any questions, please contact me at
the phone number below.
Sincerely,
Suresh Patil
Programming Manager
Telstar Instruments
(916) 646-1999
Page 4 of 4
Approved as to f=orm:
JANICE D. MAGDICH
City Attomey
RESOLUTION NO. 2023-111
A RESOLUTION OF THE LODI CITY COUNCIL AUTHORIZING THE
CITY MANAGER TO EXECUTE AN AGREEMENT WITH
TELSTAR INSTRUMENTS, OF CONCORD, FOR SUPERVISORY CONTROL
AND DATA ACQUISITION AND INSTRUMENTATION, MAINTENANCE, AND
INTEGRATION SERVICES
WHEREAS, the City owns and operates a number of water and wastewater facilities,
which include the Surface Water Treatment Facility, the White Slough Water Pollution Control
Facility, 28 groundwater wells, 17 storm water pumping stations, and 10 sewer lift stations; and
WHEREAS, all of these facilities utilize a computer -monitored alarm response, control,
and data acquisition system, commonly referred to as a supervisory control and data acquisition
(SCADA) system; and
WHEREAS, the scope of work for the agreement includes calibration and trouble-
shooting for hydraulic and analytical instrumentation at water and wastewater facilities, on-call
emergency services, and SCADA integration services for various new and existing stormwater,
water, and wastewater facilities, as needed; and
WHEREAS, staff recommends authorizing the City Manager to execute an agreement
with Telstar Instruments, of Concord, for supervisory control and data acquisition and
instrumentation, maintenance, and integration services, in the amount of $225,000.
NOW, THEREFORE, BE IT RESOLVED that the Lodi City Council does hereby
authorize the City Manager to execute an agreement with Telstar Instruments, of Concord,
California, for supervisory control and data acquisition (SCADA) and instrumentation,
maintenance, and integration services, in the amount of $225,000 over the three-year term; and
BE IT FURTHER RESOLVED, pursuant to Section 6.3q of the City Council Protocol
Manual (adopted 11/6/19, Resolution No. 2019-223), the City Attorney is hereby authorized to
make minor revisions to the above -referenced document(s) that do not alter the compensation
or term, and to make clerical corrections as necessary.
Dated: June 7, 2023
I hereby certify that Resolution No. 2023-111 was passed and adopted by the City
Council of the City of Lodi in a regular meeting held June 7, 2023 by the following votes:
AYES: COUNCIL MEMBERS — Bregman, Craig, Nakanishi, Yepez, and
Mayor Hothi
NOES: COUNCIL MEMBERS — None
ABSENT: COUNCIL MEMBERS — None
ABSTAIN: COUNCIL MEMBERS — None
OLIVIA NASHED
City Clerk
2023-111