Fort Walton Beach Council agenda — 12-16-14--regular — reading text

of the scheduled eleven ( 11) units for FY 2013- 14 was delayed to FY 2014- 15. The revised five ( 5) year plan to convert the units delays the completion of the project to FY 2016- 17. 1. 4. The revised FY 2014- 15 replacement schedule consists of converting the TCUs at eleven( 11) sanitary sewer lift stations. 2. DISCUSSION: 2. 1. The sole source bid for this item was necessary for the following reasons: 2. 1. 1. The City currently uses Data Flow Systems' SCADA Software System to communicate with the lift stations. 2. 1. 2. This software is proprietary and will need to stay operational through the migration. 2. 1. 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. The total estimated cost to convert the TCUs at the 11 scheduled lift stations for FY 2013- 14 is $ 74, 087. 00. 3. 2. The purchase schedule for the requested 11 TCUs is budgeted entirely in the FY 2014- 15 Sewer Collections ( 1350) budget. 4. RECOMMENDATION: Page 1 of 2 Packet Pg., 54  8. 6 4. 1. Pursuant to City of Fort Walton Beach Code of Ordinances, Volume II, Chapter 4, Section 4. 01, Paragraph 4. 01. 25 and the Purchasing Policies and Procedures, Staff respectfully recommends City Council award a sole source bid for the purchase of the budgeted Telemetry Control Units to Data Flow Systems, Inc. in the not- to- exceed amount of$ 75, 000 according to the most recent proposal provided on October 1, 2014. ATTACHMENTS: 2012. 09. 12 Meeting Minutes and Sole Source Letter ( PDF) 2014. 11. 20 DFS Quote ( PDF) SIGNATURE BLOCK: Tim Bolduc Completed 12/ 01/ 2014 1: 30 PM Finance, Completed 12/ 04/ 2014 9: 09 AM Carole Jones Completed 12/ 04/ 2014 9: 30 AM City Manager Completed 12/ 10/ 2014 3: 55 PM City Council Pending 12/ 16/ 2014 6: 00 PM Page 2 of 2 el Packet Pg 55 ?, 8. 6: a.  86a w City Council of Fort Walton Beach ENGINEERING & UTILITY SERVICES MEMORANDUM 117 s L O a) To: Michael D. Beedie, City Manager From: Michael Beedie, Engineering & Utility Services Director Date: September 25, 2012 m Subject: Telemetry System Upgrade for Narrow- Banding Sole Source c L no break in service. The total for quote three is $ 5, 015. 00. u_ 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 0 TCU system. The plan prioritizes lift stations with radio systems that do not meet FCC Lcts w regulations to ensure compliance throughout the process. Q 2. 5. The schedule for the plan is as follows: Year Total Unit Installed Spare Units Total Cost* N Purchased 2011- 12 9 Units 2 Units 75, 000. 00 2012- 13 13 Units 0 Units 91, 125. 00 2013- 14 11 Units 2 units 90, 431. 00 2014- 15 11 Units 2 Units 90, 431. 00 c• 2015- 16 6 Units 2 Units 57, 376. 00 Total costs include estimates for shipping and price increases over the term of the plan. a) 2. 6. The sole source bid for this item was necessary for the following reasons: c cn 2. 6. 1. The City currently uses Data Flow Systems' SCADA Software System to communicate with the lift stations. cn 2. 6. 2. This software is proprietary and will 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 c service. 3. FINANCIAL INFORMATION: N 3. 1. In FY 2011- 12, Sewer Collections budgeted $ 18, 000. 00 for the conversion of existing c 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 N with additional funding coming from Utilities Fund balance. 3. 2. The proposed FY 2012- 13 budget funds the 2012- 13 portion of the plan. Packet P4." 57..