Fort Walton Beach Council agenda — 04-23-13--regular — reading text

purchase radios to comply with a recent FCC mandate. During the narrow -banding process, it was determined that the 48 crystal E modulated radios had deteriorated to the point that they will not comply with FCC m requirements. NM 2. DISCUSSION: 2. 1. The supplier for the radio system notified City staff that replacing the radios with a comparable radio unit would cost approximately S2, 000 00 Staff also learned that the system used at the City for all lift station telemetry is no longer in production and would only be serviceable until the year 2014. 22. When evaluating the most cost effective method to replace the radios, Staff determined that converting to the new Telemetry Control Unit (TCU) for all lift stations would be more fiscally responsible than investing in a system that was obsolete. 2.3. On July 11, 2012, Staff received three quotes from Data Flow Systems, the vendor for the City' s telemetry system. The quotes provided the following: 2. 3. 1. Quote One included all necessary parts, materials and installation for one TCU unit. This quote also included the training for Staff necessary to install the remaining units. The total amount of the quote is $ 9, 026. 00. 2. 3. 2. Quote Two included the parts and materials necessary for a complete installation of additional TCUs after Staff is trained in the installation. The total for each unit according to the quote is $ 6, 575. 00. 2. 3. 3. Quote Three included the TCU with no additional parts or installation to serve as spare units. The purpose of this quote is to provide a back -up unit and ensure Packet PgL.71  83. City Council of Fort Walton Beach ENGINEERING & UTILITY SERVICES MEMORANDUM m To: Michael D. Beedie, City Manager Vg0 From: Michael Beedie, Engineering & Utility Services Director m 0 Date: September 25, 2012 c Subject: Telemetry System Upgrade for Narrow- Banding Sole Source A no break in service. The total for quote three is 55, 015. 00. 2. 4. To accomplish this migration, Staff developed a five -year plan beginning in FY 2011- 12 and ending in FY 2015 - 16 with the conversion of all telemetry systems to the new TCU system. The plan prioritizes lift stations with radio systems that do not meet FCC regulations to ensure compliance throughout the process. 2. 5. The schedule for the plan is as follows: Year Total To Unit Installed Spare Units Total Cost* Purchased 2011 - 12 9 Units 2 Units 75, 000. 00 2012 -13 13 Units 0 Units 91, 125. 00 2013 -14 1. 1 Units 2 units 590,431. 00 2014 -15 11 Units 2 Units 590, 431. 00 2015 -16 7U 9 Units 557, 376. 00 Total costs include estimates for smppmg ano price increases over me m1111 of uoc plan. 2. 6. The sole source bid for this item was necessary for the following reasons: 2.6. 1. The City currently uses Data Flow Systems' SCADA Software System to communicate with the lift stations. 2. 6. 2. This software is proprietary and wilt need to stay operational through the migration. 2. 6. 3. Staff is trained on the current software program; changing software would require extensive training of Staff at potential additional costs and a reduction in service. 3. FINANCIAL INFORMATION: 3. 1. In FY 2011 - 12, Sewer Collections budgeted SIS, 000. 00 for the conversion of existing radios. A portion of the budgeted amount was used in an attempt to convert the existing units. The remainder will be used to fund the FY 2011 -12 portion of the migration plan with additional funding coming from Utilities Fund balance. 3. 2. The proposed FY 2012 -13 budget funds the 2012 -13 portion of the plan. Pa4ket Pg 2  F8 3.. a City Council of Fort Walton Beach ENGINEERING & UTILITY SERVICES MEMORANDUM To: Michael D. Beedie, City Manager From: Michael Beedie, Engineering & Utility Services Director Date: September 25, 2012 Subject: Telemetry System Upgrade for Narrow- Banding Sole Source 3. 3. For years FY 2014 -2016, Staff will continue to budget for the conversion in the annual operational budget for Sewer Collections. 4. RECOMMENDATION: 4. 1. Pursuant to City of Fort Walton Beach Code of Ordinances. Volume 11, Chapter 4, Section 4. 01, Paragraph 4. 01. 025 and the Purchasing Policies and Procedures, Staff respectfully requests City Council authorization to award a sole source bid for the purchase of Telemetry Control Units to Data Flow Systems according to the proposals provided July 11, 2012. 43. Staff respectfully requests City Council approval to use Utility Fund Renewal & Replacement funds for the FY 2011 - 12 purchases. AT TACH M EN' IS: DFS PCM OBSOLETE LF7 "FER ( PDF) DFS SOLE SOURCE LFI I LR _'012 ( PDF) DFSQUO "ll 41 ( PDF) DFS( N, :OIL -0_ ( PDF) DES000IF;: 3 ( PDF) SIGNATURE BLOCK: Finance Completed 08/ 31/ 2012 12: 30 PM Michael Beedie Skipped 09/ 17/ 2012 1: 52 PM Carole Jones Completed 09/ 17/ 2012 2: 38 PM City Manager Completed 09/ 17/ 2012 3: 11 PM City Council Pending Paget Pg."  8. 3. a Z)Qta Flo w0ystems July 17, 2012 Mr. Joe Coker Wastewater Collections Supervisor City of Fort Walton Beach Email: jcokerPfwb. org RE: Pump Control Module ( PCM) Dear Mr. Coker: tiT Data Flow Systems Inc. ( DFS) appreciates the business we receive from the City of Fort Walton Beach and value our long term relationship. As you may be aware, the City of Fort Walton Beach is one of m the few remaining users of our Pump Control Module ( PCM001) product. The product was developed w in the early 80' s and several of its critical components are no longer manufactured. As we became aware of discontinued components, we purchased all remaining stock available to us. We are N projecting supply to last approximately two more years before we can no longer build new Pump H Control Modules. Most PCM001 product users have begun a migration to our Telemetry Control Unit ( TCU). If you are interested in TCU product information and pricing, please let me know. It is our sincere desire to provide the City of Fort Walton Beach with the most economical value added SCADA solutions in the industry. Should you have any questions, please do not hesitate to contact me 321- 259 -5009. Sincerely, Data Flow Systems, Inc. David Walker Director of Sales SCADA SOLUTIONS SINCE 1961 - mix daWQwss com Melbourne. Florida 32934 • PH. 3212595009 • FAX 321. 259. 4006 Data Flow Systems, Inc. • 695 John Rodes Blvd. • Packet Pg. 74  Data flowvystems July 12, 2012 Mr. Joe Coker Fort Walton Beach Utilities Email: icoker(a) fwb. org RE: Sole Source Status Dear Mr. Coker: This letter is to advise that Data Flow Systems, Inc., of Melbourne, Florida, is the sole source supplier and authorized repair center for the TAC II SCADA System including the HyperTAC E II SCADA Software, Remote Terminal Units ( RTUs), Forwarding Terminal Units ( FTUs), DFS N Modules and TAC Packs TCUs utilized at Fort Walton Beach Utilities wastewater stations. T DFS is responsible for the design, manufacture, installation and service of their TAC II ;, SCADA System. There are no other dealers, distributors, or service organizations authorized E to offer these services in the State of Florida. Should you have any questions, or if I can be of further assistance, please do not hesitate to contact me at 321- 259 -5009. Sincerely, Data Flow Systems, Inc. r'Dele,6ie Ckiyraoyv Debbie Wilkinson Sales Administrator debb ie (a) d ataflowsys. com PLEASE VISIT OUR WEBSRE @ ww.v Oato",,. Ys. C. m Wlbounie. Fl.,, da 32934 • PH. 321 2595009 • FAX 321 259 4006 Data Row Systems. Inc • 605 John Rotlrs BNo. • Pack9t Pg. 75  L# 31on0 sdo nuawgounv 8. 3. a r