Loading...
HomeMy WebLinkAbout167-21 RESOLUTIONo` cnrfrr_. ai.1 .aS, 113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 Resolution: 167-21 File Number: 2021-0407 CH2M HILL ENGINEERS, INC.: A RESOLUTION TO APPROVE AN ADDENDUM TO THE OUT -OF -SCOPE AGREEMENT WITH CH2M HILL ENGINEERS, INC. IN AN AMOUNT NOT TO EXCEED $69,380.00 TO COMPLETE THE SUPERVISORY CONTROL AND DATA ACQUISITION UPGRADE PROJECT FOR THE CITY'S WASTEWATER TREATMENT FACILITY OPERATIONS, LIFT STATION OPERATIONS AND WATER DISTRIBUTION SYSTEM OPERATIONS; AND TO AUTHORIZE THE PURCHASE OF ADDITIONAL NETWORKING EQUIPMENT FROM CONVERGEONE, INC. IN THE AMOUNT OF $43,303.42 PLUS APPLICABLE TAXES AND FREIGHT CHARGES, PURSUANT TO RESOLUTION 110-17 WHEREAS, on October 1, 2019, the City Council approved Resolution No. 226-19 approving an Out -Of -Scope Agreement with CH2M Hill Engineers, Inc. for software upgrades to the SCADA System used by wastewater treatment facility operations, lift station operations, and water distribution systems operations; and WHEREAS, the Addendum to the Out -of -Scope Agreement will include additional upgrades beyond the base implementation and for additional networking equipment required to have a secure SCADA system. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1: That the City Council of the City of Fayetteville, Arkansas hereby approves an addendum to the out -of -scope agreement with CH2M Hill Engineers, Inc., a copy of which is attached to this Resolution, in an amount not to exceed $69,380.00 to complete the software upgrades to the Supervisory Control and Data Acquisition system used by the City's wastewater treatment facility operations, lift station operations and water distribution system operations, Page 1 Printed on 612121 Resolution: 167-21 File Number. 2021-0407 Section 2: That the City Council of the City of Fayetteville, Arkansas hereby authorizes the purchase of additional network equipment from ConvergeOne, Inc. in the amount of $43,303.42 plus applicable taxes and freight charges, pursuant to Resolution 1 10-17, that is required for the project. PASSED and APPROVED on 6/l/2021 Attest: % 'CLERA f���i Kara Paxton, City Clerk Treasurer ; •'cqy� �'�•9c N -�� 144F �N4COU������` Page 2 Printed on 612121 City of Fayetteville, Arkansas 113 West Mountain Street Fayetteville, AR 72701 (479)575-8323 Text File File Number: 2021-0407 Agenda Date: 6/1/2021 Version: 1 Status: Passed In Control: City Council Meetinq File Type: Resolution Agenda Number: A.22 CH2M HILL ENGINEERS, INC.: A RESOLUTION TO APPROVE AN ADDENDUM TO THE OUT -OF -SCOPE AGREEMENT WITH CH2M HILL ENGINEERS, INC. IN AN AMOUNT NOT TO EXCEED $69,380.00 TO COMPLETE THE SUPERVISORY CONTROL AND DATA ACQUISITION UPGRADE PROJECT FOR THE CITY'S WASTEWATER TREATMENT FACILITY OPERATIONS, LIFT STATION OPERATIONS AND WATER DISTRIBUTION SYSTEM OPERATIONS; AND TO AUTHORIZE THE PURCHASE OF ADDITIONAL NETWORKING EQUIPMENT FROM CONVERGEONE, INC. IN THE AMOUNT OF $43,303.42 PLUS APPLICABLE TAXES AND FREIGHT CHARGES, PURSUANT TO RESOLUTION 110-17 WHEREAS, on October 1, 2019, the City Council approved Resolution No. 226-19 approving an Out -Of -Scope Agreement with CH2M Hill Engineers, Inc. for software upgrades to the SCADA System used by wastewater treatment facility operations, lift station operations, and water distribution systems operations; and WHEREAS, the Addendum to the Out -of -Scope Agreement will include additional upgrades beyond the base implementation and for additional networking equipment required to have a secure SCADA system. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1: That the City Council of the City of Fayetteville, Arkansas hereby approves an addendum to the out -of -scope agreement with CH2M Hill Engineers, Inc., a copy of which is attached to this Resolution, in an amount not to exceed $69,380.00 to complete the software upgrades to the Supervisory Control and Data Acquisition system used by the City's wastewater treatment facility operations, lift station operations and water distribution system operations, Section 2: That the City Council of the City of Fayetteville, Arkansas hereby authorizes the purchase of additional network equipment from ConvergeOne, Inc. in the amount of $43,303.42 plus applicable taxes and freight charges, pursuant to Resolution 110-17, that is required for the project. City of Fayetteville, Arkansas Page 1 Printed on 61212021 Tim Nyander Submitted By City of Fayetteville Staff Review Form 2021-0407 Legistar File ID 6/1/2021 City Council Meeting Date - Agenda Item Only N/A for Non -Agenda Item 5/13/2021 WASTEWATER TREATMENT (730) Submitted Date Division / Department Action Recommendation: Staff recommends approval of a SCADA Software Upgrade Addendum to the Out -of -Scope Letter Agreement with CH2M Hill Engineers, Inc. in an amount not to exceed $69,380.00, and approval of the purchase of additional network equipment in the amount of $43,303.42 plus applicable taxes and freight charges from ConvergeOne, Inc. to complete the SCADA Upgrade Project. 5400.720.5700-XXXX.00 Account Number 02017.1901 Project Number Budgeted Item? Yes Does item have a cost? Yes Budget Adjustment Attached? No Budget Impact: Water and Sewer Fund Sanitary Sewer Rehabilitation Project Title Current Budget Funds Obligated Current Balance Item Cost Budget Adjustment Remaining Budget $ 6,482,469.00 $ 3,792,521.62 $ 2,689,947.38 $ 117,563.76 $ 2,572,383.62 V20180321 Purchase Order Number: Previous Ordinance or Resolution # Change Order Number: Original Contract Number: Approval Date: Comments: The addendum and additional network equipment is estimated in the total amount of $117,563.76, including freight and taxes. CITY OF FAYETTEVILLE ARKANSAS MEETING OF JUNE 1, 2021 TO: Mayor and City Council THRU: Susan Norton, Chief of Staff FROM: Tim Nyander, Utilities Director DATE: May 13, 2021 CITY COUNCIL MEMO SUBJECT: Cost Overrun and Additional Equipment Purchase for Utility's SCADA Project RECOMMENDATION: Staff recommends approval of a SCADA Software Upgrade Addendum to the Out -of -Scope Letter Agreement with CH2M Hill Engineers, Inc. in an amount not to exceed $69,380.00, and approval of the purchase of additional network equipment in the amount of $43,303.42 plus applicable taxes and freight charges from ConvergeOne, Inc. to complete the SCADA Upgrade Project. BACKGROUND: The Utilities supervisory control and data acquisition (SCADA) system monitors and provides automated control and monitoring to the water distribution, wastewater treatment, lifts stations and the Biosolids Management Site. DISCUSSION: In August 2018, the SCADA system was evaluated for reliability and security. The outcome of the evaluation were as follows: 1. All the SCADA Human -Machine Interface (HMI) software, servers and PCs were either obsolete, outdated, or did not have support from the manufacturer or vendor, 2. There was a mixture of brands of computer equipment with several running operating systems that we no longer supported. 3. The system was made up of piecemeal, primarily consumer grade network equipment. A systemwide approach was developed to (1) replace existing components with commercial business grade components, (2) upgrade or replace the existing operating system with an up-to- date system that can be periodically updated, and (3) improve cyber security of the system. The upgrade was developed by the Jacobs team with input from the City. It included in -lab configuration of updated hardware and software, and application and hardware development. The cost estimate for the plan was $474,000. Additionally, the plan included replacing software and hardware which was estimated at $458,000, for a total of $922,918. Additional network and SCADA equipment has brought the project cost to date at $1,009,911. Mailing Address: 113 W. Mountain Street www.fayetteville-ar.gov Fayetteville, AR 72701 It was understood at the time that additional upgrades beyond the base implementation was not scheduled to happen before the system was initially rolled out. Any additional work would be beyond the scope of the agreement and would require additional funding. However, there were activities performed beyond the original scope that were unavoidable due to changes that had to be made as the base implementation was rolled out. The additional funding that was anticipated to be required at a later date is being requested at this time as an amendment to the original scope. That funding amount is in a not -to -exceed amount of $69,380.00. As the SCADA project progressed, Jacobs staff identified 59 additional network switches that needed to be purchased to complete the overhaul of the SCADA network. ConvergeOne submitted a quote in the amount of $43,303.42 plus applicable taxes and freight charges. Freight is estimated at $500 and taxes are estimated at $4,380.34, for a total estimated cost of $48,183.76 for the additional network switches. ConvergeOne is an authorized reseller of equipment for Cisco, per Resolution 110-17. The end goal is to have a secure SCADA system that provides a foundation to provide advanced monitoring, configuration, and reporting for both water and wastewater operations. With continued scope -of -budget oversight we feel confident we will have a fully functional SCADA system in the near future that meets or exceeds the City's needs. BUDGET/STAFF IMPACT: Funds are available in the Sanitary Sewer Rehabilitation account within the Water & Sewer Fund. Attachments: SCADA Software Upgrade Addendum to the Out -of -Scope Letter Agreement Quote from ConvergeOne, Inc. Resolution 110-17 FAildcel��A May 12, 2021 Mr. Tim Nyander City of Fayetteville 113 West Mountain Street Fayetteville, AR 72701 Subject: Out -of -Scope Letter Agreement SCADA Software Upgrade Addendum Dear Mr. Nyander: 9191 S. Jamaica Street Englewood, CO 80211 ww.jacobs.com CH2M Hill Engineers, Inc. (CH2M HILL) will provide the following out -of -scope services/materials as an addendum to the previous out -of -scope agreement dated 3/3/2020: What is being provided: Additional services in support of the SCADA Upgrade Project, including: 1. Additional configuration activities associated with Nutanix server configuration caused by an unknown compatibility issue with the Nutanix server and VMWare software versions. 2. Design changes associated with a change from a hardware -based data concentrator to a software -based data concentrator, including setup, testing, VTScada tag database updates, and VTScada Application updates. When it is being provided: All work under this agreement is expected to be complete by 6/30/21. Price of services: The fee is calculated based on the hourly rates and the estimated Level of Effort (LOE) for this Scope of Services. Compensation will be on a not -to - exceed basis, and the compensation will not exceed a value of $69,380 without written authorization from the City of Fayetteville. Payment terms: Invoices shall be paid in accordance with D.2.4 of Amendment 12 to the Agreement dated January 5, 2021. All other terms and conditions of the Agreement dated January 5, 2021 including all Amendments 1 through 12, between CH2M HILL and the City of Fayetteville remains in full force and effect. If these terms are agreeable to you, please sign both copies of this letter. We will return one fully executed original for your files. CH2M HILL appreciates the opportunity to provide these additional services to the City of Fayetteville. Sincerely, IlAl- MontylSed ak Both parties indicate their approval of the above described services by their signature below. Authorized CH2M HILL: Name: Greg Weeks Title: Manager of Projects Date: 5/17/21 CH2M HILL ENGINEERS INC CONFIDENTIAL r.1 Converge0ne Solution Summary WWTP Industrial Switches Date: 6/4/2021 Page #: 1 of 3 Documents #: OP-000611173 SO-000674363 Solution Name: WWTP Industrial Switches Customer: CITY OF FAYETTEVILLE, AR Customer: CITY OF FAYETTEVILLE, AR Primary Contact: Stefan Bachrodt Ship To Address: 113 W Mountain St Email: sbachrodt@fayetteville-ar.gov Fayetteville, AR 72701-6069 Phone: (479) 575-8245 Bill To Address: 113 W Mountain St National Account Manager: Danny Matthews Fayetteville, AR 72701-6069 Customer ID: AOSZFAYE101 Email: DMatthews@convergeone.com Customer PO: Phone: +14177990737 Solution Summary Current Due Next Invoice Due Remaining Total Project Software $0.00 One -Time $0.00 Hardware $43,303.42 One -Time $43,303.42 Project Subtotal $43,303.42 $43,303.42 Estimated Tax NOT INCLUDED Estimated Freight NOT INCLUDED Project Total $43,303.42 $43,303.42 CONFIDENTIAL AND PROPRIETARY INFORMATION OF CONVERGEONE, INC. r.1 Converge0ne Date: 6/4/2021 Page #: 2 of 3 Documents #: OP-000611173 SO-000674363 Solution Name: WWTP Industrial Switches Customer: CITY OF FAYETTEVILLE, AR This Solution Summary summarizes the documents(s) that are attached hereto and such documents are incorporated herein by reference (collectively, this "Order'. Customer's signature on this Order (or Customer's issuance of a purchase order in connection with this Order) shall represent Customer's agreement with each document in this Order and acknowledgement that such attached document(s) are represented accurately by this Solution Summary. Unless otherwise specified in this Order, this Order shall be subject to the following terms and conditions (the "Agreement"): (i) the Master Sales Agreement or other applicable master agreement in effect as of the date hereof between Converge0ne, Inc. and/or its subsidiaries and affiliates (collectively, "Cl" or "Converge0ne" or "Seller") and Customer; or (ii) if no such master agreement is currently in place between C1 and Customer, the Online General Terms and Conditions currently found on the internet at: https://www.convergeone.com/online-general-terms-and-conditions/ . If Customer's Agreement is a master agreement entered into with one of Converge0ne, Inc.'s predecessors, affiliates and/or subsidiaries ("Legacy Master Agreement"), the terms and conditions of such Legacy Master Agreement shall apply to this Order, subject to any modifications, located at: https://www.convergeone.com/online-general-terms-and- conditions/ . In the event of a conflict between the terms and conditions in the Agreement and this Order, the order of precedence shall be as follows: (i) this Order (with the most recent and specific document controlling if there are conflicts between the Solution Summary and any applicable supporting document(s) incorporated into this Order), (ii) Attachment A to the Agreement (if applicable), and (iii) the main body of the Agreement. This Order may include the sale of any of the following to Customer: (a) any hardware, third party software, and/or Seller software (collectively, "Products"); (b) any installation services, professional services, and/or third party provided support services that are generally associated with the Products and sold to customers by Seller (collectively, "Professional Services'; (c) any Seller -provided vendor management services, software release management services, remote monitoring services and/or, troubleshooting services (collectively, "Managed Services'; and/or (d) any Seller -provided maintenance services ordered by Customer to maintain and service Supported Products or Supported Systems at Supported Sites to ensure that they operate in conformance with their respective documentation and specifications (collectively, "Maintenance Services"). For ease of reference only, Professional Services, Managed Services and Maintenance Services may be referred to collectively as "Services." Unless otherwise defined herein, capitalized terms used herein will have the same meanings as set forth in the Agreement. Products and/or Services not specifically itemized are not provided hereunder. This Order will be valid for a period of thirty (30) days following the date hereof. Thereafter, this Order will no longer be of any force and effect. This Order is a configured order and/or contains software. ACCEPTED BY: BUYER: TITLE: 07e1111:11 SELLER: TITLE: Solution Quote 07 -All i1 # Item Number Description Public Sector Term Qty Unit List Price Extended List % Disc Unit Price Extended Price Contract 1 IE-2000-4T-G-B IE2000 with 4 FE Copper ports & 2 GE Copper AR3227 51 $1,399.88 $71,393.88 50.00 % $699.94 $35,696.94 ports (Lan Base) 4600048977 SP-20 -0051 CONFIDENTIAL AND PROPRIETARY INFORMATION OF CONVERGEONE, INC. r.1 ConvergeOne Solution Quote Date: 6/4/2021 Page #: 3 of 3 Documents #: OP-000611173 SO-000674363 Solution Name: WWTP Industrial Switches Customer: CITY OF FAYETTEVILLE, AR # Item Number Description Public Sector Term Qty I Unit List Price Extended List % Disc Unit Price Extended Price Contract 2 IOT-OTHER Not related to an IoT Solution; For tracking AR3227 only. 4600048977 SP-20 -0051 3 NO-IOT- Not related to an IoT Solution; For tracking AR3227 SOLUTION only. 4600048977 SP-20 -0051 4 IE-2000-8TC-G-B IE2000 with 8FE Copper ports and 2GE uplinks AR3227 (Lan Base) 4600048977 SP-20 -0051 5 IOT-OTHER Not related to an IoT Solution; For tracking AR3227 only. 4600048977 SP-20 -0051 6 NO-IOT- Not related to an IoT Solution; For tracking AR3227 SOLUTION only. 4600048977 SP-20 -0051 51 $0.00 $0.00 0.00 % 51 $0.00 $0.00 0.00 % 8 $1,901.63 $15,213.04 50.00 % 8 $0.00 $0.00 0.00 % 8 $0.00 $0.00 0.00 % Total: $86,606.92 $0.00 $0.00 $0.00 $0.00 $950.81 $7,606.48 $0.00 $0.00 $0.00 $0.00 $1,650.75 $43,303.42 CONFIDENTIAL AND PROPRIETARY INFORMATION OF CONVERGEONE, INC. 113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 Resolution: 110-17 File Number: 2017-0240 CISCO SYSTEMS, INC.: A RESOLUTION TO AUTHORIZE THE PURCHASE OF CISCO SYSTEMS, INC. DATA COMMUNICATIONS PRODUCTS AND SERVICES THROUGH AUTHORIZED RESELLERS, PURSUANT TO A STATE OF ARKANSAS AND WESTERN STATES CONTRACTING ALLIANCE - NATIONAL ASSOCIATION OF PROCUREMENT OFFICIALS CONTRACT BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1: That the City Council of the City of Fayetteville, Arkansas hereby authorizes the purchase of Cisco Systems, Inc. data communications products and services through authorized resellers, pursuant to a State of Arkansas and Western States Contracting Alliance - National Association of Procurement Officials contract, a copy of which is attached to this Resolution. PASSED and APPROVED on 5/16/2017 Attest: � r / Sondra E. Smith, City Clerk Treasure ,%o%1IIflip T Re Ile �'4 . •C.'�� Y D� sG�`� r Pu• FAYETTEVILI-E; _ • .� Page 1 Printed on 5/17/17 Mathis, Jeana From: Pennington, Blake Sent: Monday, June 7, 2021 10:25 AM To: Mathis, Jeana Subject: RE: SO-000674363 CITY OF FAYETTEVILLE, AR.pdf Yes, that's fine. It took me a while to figure out what was different. Only two changes — the date and the public sector contract reference number. No substantive changes at all. Blake E. Pennington Assistant City Attorney Tele: (479) 575-8313 bpenn ingtonL fayettev i I le-ar gov From: Mathis, Jeana <jmath is@fayetteville-ar.gov> Sent: Monday, June 7, 2021 9:56 AM To: Pennington, Blake <bpennington@fayetteville-ar.gov> Subject: FW: SO-000674363 CITY OF FAYETTEVILLE, AR.pdf Hey Blake, Can you check this and make sure that it is ok to change out. Legistar 2021-0407 Thanks Jeana From: Fankhouser, Shea <kfankhouser@fayetteville-ar.gov> Sent: Monday, June 7, 2021 9:14 AM To: Mathis, Jeana <imathis@fayetteville-ar.gov> Subject: FW: SO-000674363 CITY OF FAYETTEVILLE, AR.pdf Hey Jeana, Stefan got a new quote from ConvergeOne that will need to go into the Resolution because it has a different state contract number. ConvergeOne will accept a signed PO in place of the signed quote, so there's no need to have the Mayor sign the quote or have the "Seller" signature. Can you send me the finalized Resolution with this new quote switched out or let me know when it's in Laserfiche? Thanks! Shea From: Bachrodt, Stefan <sbachrodt@fayetteville-ar.gov> Sent: Monday, June 7, 2021 9:08 AM To: Fankhouser, Shea <kfankhouser@favetteville-ar.Rov> Subject: FW: SO-000674363 CITY OF FAYETTEVILLE, AR.pdf 1 Ok, so long story short, the Arkansas St contract expired on Junelst and was had to be re -quoted with new contract number. Price stayed the same, but I talked to Brad and he said that Converge One does not require the quote to be signed and will accept a PO in place of the signed quote. So maybe my bad I didn't tell you this about them. Good news though, you can just get your PO submitted and not have to worry about going through the agenda process again. From: Danny Matthews <DMatthews@convergeone.com> Sent: Friday, June 4, 2021 1:59 PM To: Bachrodt, Stefan <sbachrodt@fayetteville-ar.gov> Subject: SO-000674363 CITY OF FAYETTEVILLE, AR.pdf CAUTION: This email originated from outside of the City of Fayetteville. Do not click links or open attachments unless you recognize the sender and know the content is safe. Hi Stefan Quote updated with new AR contract Thanks Danny Matthews cp 417-343-1180 NOTICE: This email message and any attachments hereto may contain confidential information. Any unauthorized review, use, disclosure, or distribution of such information is prohibited. If you are not the intended recipient, please contact the sender by reply email and destroy the original message and all copies of it.