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13-0903_SOUTH COAST SYSTEMS, INC._Personal Services AgreementPERSONAL SERVICES AGREEMENT THIS AGREEMENT is made, entered into, and shall become effective this �'jday of>, , 2013, by and between the City of San Juan Capistrano (hereinafter referred to as the "City") and South Coast Systems, Inc. (hereinafter referred to as the "Consultant"). RECITALS: WHEREAS, City desires to retain the services of Consultant regarding the City's proposal to provide programming and technical support for the Supervisory Control and Data Acquisition (SCADA) System for Groundwater Recovery Plan expansion; and WHEREAS, Consultant is qualified by virtue of experience, training, education and expertise to accomplish such services. NOW, THEREFORE, City and Consultant mutually agree as follows: Section 1. Scope of Work. The scope of work to be performed by the Consultant shall consist of those tasks as set forth in Exhibit "A," attached and incorporated herein by reference. To the extent that there are any conflicts between the provisions described in Exhibit "A" and those provisions contained within this Agreement, the provisions in this Agreement shall control. Section 2. Term. This Agreement shall commence on the effective date and shall terminate, and all services required hereunder shall be completed, no later than December 31, 2013. Section 3. Compensation. 3.1 Amount. Total compensation for the services hereunder shall not exceed $35,624 as set forth in Exhibit 'A" attached and incorporated herein by reference. 3.2 Method of Payment. Subject to Section 3.1, Consultant shall submit monthly invoices based on total services which have been satisfactorily completed for such monthly period. The City will pay monthly progress payments based on approved invoices in accordance with this Section. 3.3 Records of Expenses. Consultant shall keep complete and accurate records of all costs and expenses incidental to services covered by this Agreement. These records will be made available at reasonable times to the City. Invoices shall be addressed as provided for in Section 16 below. Section 4. Independent Contractor. It is agreed that Consultant shall act and be an independent contractor and not an agent or employee of the City, and shall obtain no rights to any benefits which accrue to Agency's employees. Section 5. Limitations Upon Subcontracting and Assignment. The experience, knowledge, capability and reputation of Consultant, its principals and employees were a substantial inducement for the City to enter into this Agreement. Consultant shall not contract with any other entity to perform the services required without written approval of the City. This Agreement may not be assigned, voluntarily or by operation of law, without the prior written approval of the City. If Consultant is permitted to subcontract any part of this Agreement by City, Consultant shall be responsible to the City for the acts and omissions of its subcontractor as it is for persons directly employed. Nothing contained in this Agreement shall create any contractual relationships between any subcontractor and City. All persons engaged in the work will be considered employees of Consultant. City will deal directly with and will make all payments to Consultant. Section 6. Changes to Scope of Work. For extra work not part of this Agreement, a written authorization from City is required prior to Consultant undertaking any extra work. In the event of a change in the Scope of Work provided for in the contract documents as requested by the City, the Parties hereto shall execute an addendum to this Agreement setting forth with particularity all terms of the new agreement, including but not limited to any additional Consultant's fees. Section 7. Familiarity with Work and/or Construction Site. By executing this Agreement, Consultant warrants that: (1) it has investigated the work to be performed; (2) if applicable, it has investigated the work site(s), and is aware of all conditions there; and (3) it understands the facilities, difficulties and restrictions of the work to be performed under this Agreement. Should Consultant discover any latent or unknown conditions materially differing from those inherent in the work or as represented by City, it shall immediately inform the City of this and shall not proceed with further work under this Agreement until written instructions are received from the City. E Section 8. Time of Essence. Time is of the essence in the performance of this Agreement. Section 9. Compliance with Law. Consultant shall comply with all applicable laws, ordinances, codes and regulations of federal, state and local government. Section 10. Conflicts of Interest. Consultant covenants that it presently has no interest and shall not acquire any interest, direct or indirect, which would conflict in any manner or degree with the performance of the services contemplated by this Agreement. No person having such interest shall be employed by or associated with Consultant. Section 11. Copies of Work Product. At the completion of the work, Consultant shall have delivered to City at least one (1) copy of any final reports and/or notes or drawings containing Consultant's findings, conclusions, and recommendations with any supporting documentation. All reports submitted to the City shall be in reproducible format, or in the format otherwise approved by the City in writing. Section 12. Ownership of Documents. All reports, information, data and exhibits prepared or assembled by Consultant in connection with the performance of its services pursuant to this Agreement are confidential to the extent permitted by law, and Consultant agrees that they shall not be made available to any individual or organization without prior written consent of the City. All such reports, information, data, and exhibits shall be the property of the City and shall be delivered to the City upon demand without additional costs or expense to the City. The City acknowledges such documents are instruments of Consultant's professional services. Section 13. Indemnity. To the fullest extent permitted by law, Consultant agrees to protect, defend, and hold harmless the City and its elective and appointive boards, officers, agents, and employees from any and all claims, liabilities, expenses, or damages of any nature, including attorneys' fees, for injury or death of any person, or damages of any nature, including interference with use of property, arising out of, or in any way connected with the negligence, recklessness and/or intentional wrongful conduct of Consultant, Consultant's agents, officers, employees, subcontractors, or independent contractors hired by Consultant in the performance of the Agreement. The only exception to Consultant's responsibility to protect, defend, and hold harmless the City, is due to the negligence, recklessness and/or wrongful conduct of the City, or any of its elective or appointive boards, officers, agents, or employees. This hold harmless agreement shall apply to all liability regardless of whether any insurance policies are applicable. The policy limits do not act as a limitation upon the amount of indemnification to be provided by Consultant. Section 14. Insurance. On or before beginning any of the services or work called for by any term of this Agreement, Consultant, at its own cost and expense, shall carry, maintain for the duration of the agreement, and provide proof thereof that is acceptable to the City, the insurance specified below with insurers and under forms of insurance satisfactory in all respects to the City. Consultant shall not allow any subcontractor to commence work on any subcontract until all insurance required of the Consultant has also been obtained for the subcontractor. Insurance required herein shall be provided by Insurers in good standing with the State of California and having a minimum Best's Guide Rating of A- Class VII or better. 14.1 Comprehensive General Liability. Throughout the term of this Agreement, Consultant shall maintain in full force and effect Comprehensive General Liability coverage in an amount not less than one million dollars per occurrence ($1,000,000.00), combined single limit coverage for risks associated with the work contemplated by this agreement. If a Commercial General Liability Insurance form or other form with a general aggregate limit is used, either the general aggregate limit shall apply separately to the work to be performed under this agreement or the general aggregate limit shall be at least twice the required occurrence limit. 14.2 Comprehensive Automobile Liability. Throughout the term of this Agreement, Consultant shall maintain in full force and effect Comprehensive Automobile Liability coverage, including owned, hired and non - owned vehicles in an amount not less than one million dollars per occurrence ($1,000,000.00). 14.3 Workers' Compensation. If Consultant intends to employ employees to perform services under this Agreement, Consultant shall obtain and maintain, during the term of this Agreement, Workers' Compensation Employer's Liability Insurance in the statutory amount as required by state law. 14.4 Proof of Insurance Requirements/Endorsement. Prior to beginning any work under this Agreement, Consultant shall submit 12 the insurance certificates, including the deductible or self -retention amount, and an additional insured endorsement naming City, its officers, employees, agents, and volunteers as additional insured as respects each of the following: Liability arising out of activities performed by or on behalf of Consultant, including the insured's general supervision of Consultant; products and completed operations of Consultant; premises owned, occupied or used by Consultant; or automobiles owned, leased, hired, or borrowed by Consultant. The coverage shall contain no special limitations on the scope of protection afforded City, its officers, employees, agents, or volunteers. 14.5 Errors and Omissions Coverage [FOR PROFESSIONS/WORK EXCLUDED FROM GENERAL LIABILITY] Throughout the term of this Agreement, Consultant shall maintain Errors and Omissions Coverage (professional liability coverage) in an amount of not less than One Million Dollars ($1,000,000). Prior to beginning any work under this Agreement, Consultant shall submit an insurance certificate to the City's General Counsel for certification that the insurance requirements of this Agreement have been satisfied. 14.6 Notice of Cancellation/Termination of Insurance. The above policy/policies shall not terminate, nor shall they be cancelled, nor the coverages reduced, until after thirty (30) days' written notice is given to City, except that ten (10) days' notice shall be given if there is a cancellation due to failure to pay a premium. 14.7 Terms of Compensation. Consultant shall not receive any compensation until all insurance provisions have been satisfied. 14.8 Notice to Proceed. Consultant shall not proceed with any work under this Agreement until the City has issued a written "Notice to Proceed" verifying that Consultant has complied with all insurance requirements of this Agreement. Section 15. Termination. City shall have the right to terminate this Agreement without cause by giving thirty (30) days' advance written notice of termination to Consultant. In addition, this Agreement may be terminated by any party for cause by providing ten (10) days' notice to the other party of a material breach of contract. If the other party does not cure the breach of contract, then the agreement may be terminated subsequent to the ten (10) day cure period. 5 Section 16. Notice. All notices shall be personally delivered or mailed to the below listed addresses, or to such other addresses as may be designated by written notice. These addresses shall be used for delivery of service of process: To City: City of San Juan Capistrano 32400 Paseo Adelanto San Juan Capistrano, CA 92675 Attn: Glenn Garrett To Consultant: South Coast Systems, Inc. 22765 Savi Ranch Pkwy Yorba Linda, CA 92887 Matt Barone Section 17. Attorneys' Fees. If any action at law or in equity is necessary to enforce or interpret the terms of this Agreement, the prevailing party shall be entitled to reasonable attorneys' fees, costs and necessary disbursements in addition to any other relief to which he may be entitled. Section 18. Dispute Resolution. In the event of a dispute arising between the parties regarding performance or interpretation of this Agreement, the dispute shall be resolved by binding arbitration under the auspices of the Judicial Arbitration and Mediation Service ("JAMS"). Section 19. Entire Agreement. This Agreement constitutes the entire understanding and agreement between the parties and supersedes all previous negotiations between them pertaining to the subject matter thereof. [SIGNATURE PAGE FOLLOWS] 0 IN WITNESS WHEREOF, the parties hereto have executed this Agreement. ATTEST: y aria Morri , dt Cler APPROVED AS TO FORM: Hans Van Ligten, City Attorney CITY OF SAN JUAN CAPISTRANO ohn Taylor, Mayor CONSULTANT By:�J�L 7 South Coast Systems, Inc. Western Region Office + 22765 Savi Ranch Pkwy, Yorba Linda, CA 92887 Phone: (714) 834-0232 • Fax: (714) 919-8873 Midwest Office • 10525 Ambassador Drive, Suite 105 • Kansas City, MO 64153 Phone: (816) 891-7556 • Fax (816) 891-7729 July 29, 2013 FILE: 1851 Quote 03.docx Mr. Glenn Garrett Utility Programs Supervisor City of San Juan Capistrano 32400 Paseo Adelanto. San Juan Capistrano, CA 92675 Subject: GWRP PLC Conversion from Allen Bradley SLC 5/05 to ControlLogix and Filter Expansion Dear Glenn: South Coast Systems, Inc. (SCS) is pleased to submit this estimate to the City of San Juan Capistrano for the GWRP PLC upgrade from Allen-Bradley SLC 5/05 to Con trolLogix. The goal of this project is to replace the RO Train, Chemical, and Filter SLC 5/05 PLCs at the GWRP facility with one new ControlLogix L72 processor. The existing SLC I/O for the 3 PLCs will remain unchanged and connected to the new PLC as remote racks over Ethernet IP. The goal is to improve the overall performance of the system by moving to the latest hardware and reducing the Ethernet traffic for PLC to PLC communications. The new PLC will also have significantly more memory to accommodate future expansion like the addition of 2 new filters. The sizing for this project has been estimated using the existing PLC programs and HMI configurations as a basis. This quotation also includes design and drawings for a new PLC panel to accommodate the 1/0 required for the filter expansion, as well as the labor required to assemble the PLC panel and in-house testing of the finished panel. The costs associated with this work are summarized in the tables below. IN OFFICE LABOR COST SUMMARY ITEM DESCRIPTION 2.1 PLC Programming 2.2 HMI Programming 2.3 Panel Design and Drawings 2.4 PLC Panel Assembly and Hardware In -House Testing 2.5 PLC & HMI Software In -House System Testing Project Cost Exhibit A 1851 Quote 03.docx Page 1 of 2 Item 2.6 in the table below is estimated as time and materials, so any unused field time will not be billed. One senior engineer for 3 eight hour days has been allotted for this task. FIELD LABOR COST SUMMARY ITEM DESCRIPTION COST .............. .................... _................................................ ........................................................... _.... ............ ............ ............................. ........................................................_... _........ .................................. ............... _._._... _......... _... _.... __.... _.__._..................................................................................... 2.6 Field Installation and Startup (3 Days Senior Engineer) $3,792 .._ ....... ..__......... _...__.............. _........ _._._...... ._....... ......... _._... ........... ........ ........... .................. ... ................................. ..._...... ............. ..... ............ _...................._.... .............. _........... ............... ......... ....... ...... ..................... _......._....... ............... .................. ......... .................................. ..... Project Cost $3,792 The total cost of this project with in office and field time is $35,624. We appreciate the opportunity to quote on this work and look forward to supporting your efforts on this project. If any questions arise in the process of reviewing this proposal, please do not hesitate to contact me. Sincerely, Matt Barone President 1851 Quote 03.docx Page 2 of 2 STATEMENT -OF -WORK Systems Integration Services City of San Juan Capistrano GWRP PLC Upgrade from AB SLC5/05 to ControlLogix 1 PROJECT DEFINITION This statement of work is intended to define the work to be performed by South Coast Systems, Inc. (SCS) for the City of San Juan Capistrano (Client) to upgrade the RO Train, Chemical, and Filter PLCs at the GWRP facility from Allen-Bradley SL C5105 to ControlLogix. The basis for the sizing of the work for this project is a result of a thorough review of the current PLC programs and Intouch HMI. The main purpose of this project is to upgrade the plant to the latest hardware platform for improved performance as well as combine the 3 PLC programs into one PLC to eliminate the necessity for PLC to PLC communications. Currently, the GWRP is controlled by 4 separate PLC programs: RO Train, Chemical, Filter, and GAC Filters. In addition to these, there are 8 remote well programs. All of these communicate over a common Ethernet subnet. The RO Train PLC acts as the main point of control for the plant and therefore has to communicate with the chemical and filter plant PLCs as well as the 8 remote well programs. Additionally, the Intouch HMI communicates with the RO Train, Chemical, Filter, and GAC Filter PLCs adding even more traffic to the Ethernet. For some time now, concern has been expressed for the performance of the RO Train PLC. The main problem that has been observed is the amount of time it takes to perform any online programming changes to the running controller. Frequently, the SCS engineers get kicked off the controller when attempting to apply programming changes. The programming software returns an "assemble edits failed" message and disconnects from the controller. The engineer then has to reconnect to the controller by first uploading the running program which has been observed to take between 15-30 minutes. A program upload over Ethernet should take no more than 1-2 minutes, if even that. The inability of the engineers to make even simple program changes without this problem adds up to excessive time just waiting for the software to upload and connect. It also causes concern for the stability of the platform and could be a sign of iriipcildiilyy huutuwarc^ faiiurc it also could Si�i�piy be the hardi%varr show1 Its age. Altiaugh the SLC5/05 platform is still supported by Allen-Bradley, it is one of their older product lines. The other possible reason for the slow performance when making programming changes could be due to an overloaded Ethernet network. As mentioned above, the RO Train PLC communicates with 10 other PLCs (2 plant and 8 wells). The traffic for this as well as the HMI traffic is all on the some Ethernet subnet. We propose combining the 3 plant PLCs into one new ControlLogix PLC which will eliminate all plant PLC to PLC traffic. All of the 1/O for the RO Train, 1851 Work Statement 03.docx Page 1 Chemical, and Filter PLC will now become remote racks over Ethernet. To isolate the 1/0 traffic, it is recommended that it be located on a separate switch with a private subnet. The RO Train PLC also communicates to two remote racks (one at each Train) over Remote 1/0. Allen-Bradley is discontinuing support for Remote 1/0 in January of 2013. Therefore, it is also recommended that these two racks are converted to Ethernet 1/0 as well. To help clarify the proposed changes, we have provided a drawing of the current PLC control network (Current GWRP Control Network.pdf) and the proposed network (Proposed GWRP Control Network.pdf). 2 PROJECT TASKS®� This paragraph is intended to specifically identify the work to be performed by the SCS project team, and where applicable, identify where coordination and liaison with the Client will be necessary. 2.1 PLC Programming SCS will convert the 4 existing PLC programs (RO Train, Chemical, Filters, and GAC Filters) at the GWRP to ControlLogix and combine them into one single controller. Prior to beginning the conversion process, the programmer will obtain backups of the running programs. Once the program conversion has begun, a programming freeze will need to be instituted on the running program. Any changes to the running program must be documented and provided to SCS so that they can be incorporated into the final converted program. The offline copies of the programs contain the documentation for all of the addressing. The PLC does not store copies of the documentation in the controller, only the PLC logic and data. It has been observed that some of the addresses used in the existing program lack documentation. As part of this conversion effort, SCS will use old PLC backups, the Intouch HMI, and a review of the PLC logic to fill in the missing documentation so that the final converted program is fully documented. The GAC Filters PLC program does not currently have any documentation. As part of this effort, SCS will create documentation for all used addresses in the PLC program. Documentation for all PLC programs will be provided in an Excel spreadsheet. To convert the programs, the Allen-Bradley SLC to ControlLogix conversion tool will be used. The conversion tool takes care of most of the conversion process but there are some items that must be addressed in the converted program. Once each program is converted, SCS will: • Clean up and organize the program. • Address any program conversion errors. • Verify that all data types have been converted properly. 1851 Work Statement 03.docx Page 2 • Verify and fix any timer and/or counter preset problems (all ControlLogix timers are millisecond based). • Remove any unnecessary aliasing and tags related to the converted 1/0. • Create a new 1/0 configuration and update all related logic. • Remove any obsolete logic related to the old Remote 1/0 communications. • Create a cross reference for all messaging that will be removed, then update all related PLC logic to reflect the local addressing instead of the messaged addressing. • Remove all obsolete message block logic and related controller tags. • Perform any additional modifications to ensure a complete and seamless conversion of the program. Although all 4 of the individual programs will be incorporated into one PLC, each will be segregated into its own task and the accompanying controller tags will be uniquely named so that they can be easily related to the program for which they are used. This will be good for troubleshooting purposes allowing the new program to be easily compared to the original SLC program logic should any issues or questions arise. In addition to the PLC conversion, logic will be added to the Filter section of the new program to support expansion of the feed and bypass filters as well as modification of the existing control scheme. Currently the Ground Water Recovery Plant's (GWRP) feed and bypass filters flows are controlled by open/close valves located on each filter's inlet and outlet pipes. The flow passing through these filters cannot be controlled to a desired flow setpoint. In order for each filter's inlet and outlet flow to be controlled to a desired flow setpoint, SCS will program the following logic: • Logic that automatically calculates the filters inlet and outlet flow setpoints based on the plant's flow demand/capacity. • One PID loop per the filter's inlet flow and one PID loop per the filter's outlet flow. These will result on a total of eight PID loops for the two feed filters and two bypass filters. • Logic for nine flow meters (scaling logic for HMI display and for PID loop use). • It is foreseen that the GWRP plant will expand its installed capacity and will add two filters in the future. SCS will program four additional PID loops for the future filters. The logic will be disabled but ready for when the filters are installed and ready to be in production. • Logic for six future flow meters (scaling logic for HMI display and for PID loops use). The logic will be disabled but ready for when the new filters are installed and ready to be in production. 1851 Work Statement 03.docx Page 3 In order to accommodate the programming for the filters, new 1/0 modules must be added to the PLC. The existing filter rack does not have any analog 1/0 cards and only one spare slot. Therefore, new 1/0 modules will need to be added to the system in a new remote rack. 2.2 HMI Programming For the most part, there are only minor modifications that will be required of the Intouch HMI screens. The bulk of the HMI work will be to update the tag database with the new PLC addresses. Prior to beginning this part of the work, SCS will obtain a backup of the Intouch HMI. Any changes to the HMI after that point will need to be documented and provided to SCS so they can be incorporated into the updated HMI. SCS will export the Intouch tag database and make the necessary modifications to the 1/0 addresses and access names as necessary. It is recommended that the Intouch communications are updated to use the ABCIP Data Access Server (DASABCIP). This will run as a service and does not require a user to be logged on to Windows in order to function. In addition to the Intouch database, the Wonderware Historian (InSQL) server needs to be updated. Modifications will be made to the data acquisition setup to point to the new DASABCIP server and all of the historical tag addresses will need to be updated. These modifications will be made in the field to ensure that there are minimum interruptions to the collection of historical data. The modifications to the historian will only effect that addressing of the tags and not the tag name itself. Therefore, the Hach WIMS system will not require any modifications. It is expected that the only modifications to the screens will be to the communication status screens. References to the individual chemical and filter PLCs will be removed and the status for the RO Train PLC updated. In addition to the programming for the PLC conversion, SCS will perform the following HMI programming to support the filter expansion: • Modify each filter valve popup screen to include the PID loop information (i.e. auto/manual controls, setpoint and valve control displays). • Add a new system control screen which will depict the automatic flow setpoint calculation and controls. • Add trend screens for the nine flow meters and six future flow meters. The trends for the six future flow meters will be disabled and ready for when the new flow meters are installed. • Add the flow meters process values, the flow controller setpoints into the inSQL Historian. 1851 Work Statement 03.docx Page 4 All HMI programming will be done to match the current custom and practice in place at the plant. 2.3 Panel Design and Drawings SCS will design the GWRP Filter Expansion Distributed 1/0 Panel, which will contain the following items: • One NEMA4 48" x 36" x 8" (H x W x D) single door wall mount enclosure with its back panel. • One ControlLogix 85-265VAC power supply. • One ControlLogix 13 slot chassis. • One ControlLogix EtherNet/IP bridge module. • One ControlLogix 24VDC 32 channel DI module with pre -wired modules and LED indicators. • Two ControlLogix 16 channel AI modules with pre -wired fused modules. • Two ControlLogix 8 channel AO modules with pre -wired modules. • One DIN mountable dual GFCI 15A receptacle. • One 24VDC power supply. • Panel fuse protection. In order for SCS to accomplish this effort, SCS will need the load information for all the devices that will be connected to the 1/0 panel so fuses, wire AWG, and power supply can properly be sized. SCS will provide in electronic form the electrical schematics and panel layout drawings. SCS will use standard template files for the drawing frames. If custom Client drawing templates are required, SCS will need to get these templates from the Client in AutoCAD format. The custom template files will include Client's logos, drawing frames, font styles, and any other items that might be used on Client's drawings. The result of the panel design effort will be the basis to generate the electrical schematics and panel layout drawings. Once the drawings are completed, SCS will submit them to the Client for approval. To maintain the schedule proposed below, SCS will need the approved drawings back in no more than one week. The approved drawings will be used to order parts and build the panel. 2.4 PLC Panel Assembly and Hardware In -House Testing J SCS will build the GWRP Filter Expansion Distributed 1/0 Panel using the following guidelines: • Wire labels will be provided. • Terminal blocks shall be numbered. • Wire and cable shall be color coded as follows: 1851 Work Statement 03.docx Page 5 0 120VAC/ Neutral: Black/ White respectively, 14 AWG stranded MTW. 0 24VDC: Blue (+) and Blue with white stripe (-J, 18 AWG stranded MTW. • Shielded wires shall be grounded at the panel with green/yellow grounded terminal blocks mounted on aluminum DIN rail. Shield will be clipped at the AI/AO module termination strip. • All hardware will be mounted on the back panel with 10/24 screws drilled tapped for easy replacement and service. • Pre -wired modules and terminal blocks will be mounted on the back panel to wire all field devices. • No UL certification shall be provided. • Field wire and cable entry will be from the bottom of the panel. Holes will be punched/drilled by the Client or Client's electrical contractor. • Hardware to mount the panel on a wall will be supplied by the Client. Once the panel assembly is complete, SCS will perform an in-house panel testing. The purpose of this effort is to sufficiently test the completed panel in advance of going to the field to verify that the functionality has been accurately completed and to ensure that the system is free from errors. This task helps to greatly reduce the onsite installation time. The panel will be installed and wired to existing field devices by others. 2.5 PLC & HMI Software In -House System Testing Once the in -office portion of the work is completed, SCS will perform in house system testing. The completed program will be loaded into the PLC and the Intouch HMI setup on a test machine. The goal of this effort will be to adequately test the completed logic and HMI modifications to verify that all items have been addressed and the system is free from bugs. This will greatly minimize the amount of time required for startup and field commissioning. 2.6 Field Installation and Startup Once the in house system testing has been completed, SCS will provide one senior engineer for on-site installation and testing. Prior to field installation, the modifications to the Ethernet network will need to be completed. This includes providing a private network for the 1/0 communications which can be accomplished by re -using the Ethernet cables that existed to the filter and chemical cabinets and plugging them into a new switch. New Ethernet cables will Hood to be pulled to the train A and B remote racks that used to be on r emote / O. It is expected that the new ControlLogix PLC rack will go in the existing network cabinet near ICP -1 and that room for it will be made in advance of the field startup. Prior to cutting the system over, SCS will make one final backup of all the PLCs and HMI configurations. To cut the system over to the new platform, the plant will be shut down and the necessary control panels powered down. The SLC5/05 RO Train, Chemical, Filter and GAC Filters PLCs will be removed from the SLC rack and replaced with a 1747-AENTR Ethernet 1/0 adapter. 1851 Work Statement 03.docx Page 6 At the remote 1/0 racks for train A and B, the 1747 -ASB remote 1/0 adapter will be replaced with the 1747-AENTR Ethernet 1/0 adapter. The 1747 -SN remote 1/0 scanner will also be removed from the RO Train PLC rack in 1CP-1 since it is no longer needed. Intouch will also be updated with the new application. Once all the modules have been replaced and the Ethernet connected, the system will be powered up and tested. If any significant problems arise then the old PLCs and adapter modules can be put back in their original locations and the system returned to its original state. This allows for a safe fallback plan and presents a very low risk for startup and therefore would only require the plant to be done 1-2 hours maximum. Based on the size of this work, it is estimated that this task can be readily accomplished in four 8 hour days. It is expected that the cut over process to the new PLC will be completed on the first day. The two additional days have been allotted to commission the new filter control logic and test the system and verify all plant functionality has been successfully completed in the conversion process. Since San Juan Capistrano is within 30 miles of our Santa Ana office, there will be no charge for travel time or expenses to and from the site. The field time is quoted as a time & materials, so any unused field time will not be billed. 1851 Work Statement 03.docx Page 7 (ac 3c, 9/3/2013 D10 (�//FOItC\P O City of San Juan apistrano Age; _ ort TO: Karen P. Brust, City') FROM: Keith Van Der Maaten, P. ., Public Works and Utilities Pirector V /4vf4 Prepared by: Justin Kirk, Senior Management Analyst v DATE: September 3. 2013 SUBJECT: Consideration of a Personal Services Agreement for the Expansion of the Supervisory Control and Data Acquisition (SCADA) System for the Ground Water Recovery Plant (CIP 13807) (South Coast Systems, Inc.) RECOMMENDATION: By motion: 1. Waive the formal bidding requirements pursuant to Section 3.4.306(e)(iii) of the City of San Juan Capistrano's Municipal Code, and; 2. Approve a Personal Services Agreement with South Coast Systems, Inc. for the expansion of the Supervisory Control and Data Acquisition (SCADA) Systems for the Ground Water Recovery Plant (GWRP) in the amount of $35,624. EXECUTIVE SUMMARY: As part of the Proposition 50 Grant funded projects, the City included the expansion of the Ground Water Recovery Plant (GWRP). The expansion of the GWRP results in additional equipment that is required to be monitored and controlled by the Supervisory Control and Data Acquisition (SCADA) system. The existing SCADA system located at the GWRP has reached its physical and digital capacity to monitor and control the various pieces of equipment. In order to be able to control and monitor the expanded GWRP, modifications to the SCADA to expand its capacity are necessary. Staff recommends that the City Council waive the formal bidding requirements pursuant to Section 3.4.306(e) (iii) of the City of San Juan Capistrano's Municipal Code and opprn\io n Personal Cervines Agreement %Alith Soo ifh (`Hast Systems Inc. for the G 1' V V V G 1 VI L 11 1 VVI V IVVJ /\ 1 VVII IVI L VVILI I ML11 - VL V —11— ,LI V expansion of the SCADA Systems for the GWRP in the amount of $35,624 (Attachment 1). DISCUSSION/ANALYSIS: Pursuant to Section 3.4.306(e) (iii) of the City of San Juan Capistrano's Municipal Code, the Request for Proposal process may be waived "when extenuating circumstances would make the formal request for proposal/request for quotes not the most cost City Council Agenda Report September 3, 2013 Paae 2 of 2 effective approach." The existing SCADA system for the entire water system has been developed and maintained by South Coast Systems, Inc. While the programming used to control the SCADA system is open architecture, the specific design of the City's SCADA system has been customized to meet the City's needs. Therefore, it would not be cost effective to competitively bid this out due to the additional time it would take a different programmer to replicate South Coast Systems, Inc. previous work. The SCADA system has been designed to control and monitor various pieces of equipment at the GWRP. Typical types of this equipment that are controlled and monitored at the GWRP include pumps, motors, filters, meters, and chemical tanks. The scope of the SCADA expansion at the GWRP consists of the replacement of outdated and underpowered processors with a single processor, writing of new computer code to accommodate new equipment, and the verification that converted equipment is operating correctly (Attachment 2). Upon the completion of these tasks, the SCADA system will be able to incorporate the new equipment at the GWRP and effectively monitor and control all of the equipment at the GWRP with increased speed and consistent communication with instruments. ENVIRONMENTAL IMPACT: Not applicable. FISCAL IMPACT: The total cost of services to be provided by South Coast Systems is $35,624. This cost has been included in CIP 13807 budget; therefore, no additional appropriations of funds are necessary at this time. PRIOR CITY COUNCIL REVIEW: Not applicable. COMMISSION/COMMITTEE/BOARD REVIEW AND RECOMMENDATIONS: Due to a lack of quorum, the Utilities Commission's meeting on September 3, 2013, was cancelled; therefore there is no reportable action. The Utilities Commission will be updated at their September 17, 2013, meeting on the action taken by the City Council. NOTIFICATION: South Coast Systems, Inc. ATTACHMENT(S): Attachment 1 — Personal Services Agreement, South Coast Systems Attachment 2 — Statement of Work PERSONAL SERVICES AGREEMENT THIS AGREEMENT is made, entered into, and shall become effective this day of , 2013, by and between the City of San Juan Capistrano (hereinafter referred to as the "City") and South Coast Systems, Inc. (hereinafter referred to as the "Consultant"). RECITALS: WHEREAS, City desires to retain the services of Consultant regarding the City's proposal to provide programming and technical support for the Supervisory Control and Data Acquisition (SCADA) System for Groundwater Recovery Plan expansion; and WHEREAS, Consultant is qualified by virtue of experience, training, education and expertise to accomplish such services. NOW, THEREFORE, City and Consultant mutually agree as follows: Section 1. Scope of Work. The scope of work to be performed by the Consultant shall consist of those tasks as set forth in Exhibit "A," attached and incorporated herein by reference. To the extent that there are any conflicts between the provisions described in Exhibit "A" and those provisions contained within this Agreement, the provisions in this Agreement shall control. Section 2. Term. This Agreement shall commence on the effective date and shall terminate, and all services required hereunder shall be completed, no later than December 31, 2013. Section 3. Compensation. 3.1 Amount. Total compensation for the services hereunder shall not exceed $35,624 as set forth in Exhibit "A," attached and incorporated herein by reference. 3.2 Method of Payment. Subject to Section 3.1, Consultant shall submit monthly invoices based on total services which have been satisfactorily completed for such monthly period. The City will pay monthly progress payments based on approved invoices in accordance with this Section. Attachment 1 3.3 Records of Expenses. Consultant shall keep complete and accurate records of all costs and expenses incidental to services covered by this Agreement. These records will be made available at reasonable times to the City. Invoices shall be addressed as provided for in Section 16 below. Section 4. Independent Contractor. It is agreed that Consultant shall act and be an independent contractor and not an agent or employee of the City, and shall obtain no rights to any benefits which accrue to Agency's employees. Section 5. Limitations Upon Subcontracting and Assignment. The experience, knowledge, capability and reputation of Consultant, its principals and employees were a substantial inducement for the City to enter into this Agreement. Consultant shall not contract with any other entity to perform the services required without written approval of the City. This Agreement may not be assigned, voluntarily or by operation of law, without the prior written approval of the City. If Consultant is permitted to subcontract any part of this Agreement by City, Consultant shall be responsible to the City for the acts and omissions of its subcontractor as it is for persons directly employed. Nothing contained in this Agreement shall create any contractual relationships between any subcontractor and City. All persons engaged in the work will be considered employees of Consultant. City will deal directly with and will make all payments to Consultant. Section 6. Changes to Scope of Work. For extra work not part of this Agreement, a written authorization from City is required prior to Consultant undertaking any extra work. In the event of a change in the Scope of Work provided for in the contract documents as requested by the City, the Parties hereto shall execute an addendum to this Agreement setting forth with particularity all terms of the new agreement, including but not limited to any additional Consultant's fees. Section 7. Familiarity with Work and/or Construction Site. By executing this Agreement, Consultant warrants that: (1) it has investigated the work to be performed; (2) if applicable, it has investigated the work site(s), and is aware of all conditions there; and (3) it understands the facilities, difficulties and restrictions of the work to be performed under this Agreement. Should Consultant discover any latent or unknown conditions materially differing from those inherent in the work or as represented by City, it shall immediately inform the City of this and shall not proceed with further work under this Agreement until written instructions are received from the City. 2 Section 8. Time of Essence. Time is of the essence in the performance of this Agreement. Section 9. Compliance with Law. Consultant shall comply with all applicable laws, ordinances, codes and regulations of federal, state and local government. Section 10. Conflicts of Interest. Consultant covenants that it presently has no interest and shall not acquire any interest, direct or indirect, which would conflict in any manner or degree with the performance of the services contemplated by this Agreement. No person having such interest shall be employed by or associated with Consultant. Section 11. Copies of Work Product. At the completion of the work, Consultant shall have delivered to City at least one (1) copy of any final reports and/or notes or drawings containing Consultant's findings, conclusions, and recommendations with any supporting documentation. All reports submitted to the City shall be in reproducible format, or in the format otherwise approved by the City in writing. Section 12. Ownership of Documents. All reports, information, data and exhibits prepared or assembled by Consultant in connection with the performance of its services pursuant to this Agreement are confidential to the extent permitted by law, and Consultant agrees that they shall not be made available to any individual or organization without prior written consent of the City. All such reports, information, data, and exhibits shall be the property of the City and shall be delivered to the City upon demand without additional costs or expense to the City. The City acknowledges such documents are instruments of Consultant's professional services. Section 13. Indemnity. To the fullest extent permitted by law, Consultant agrees to protect, defend, and hold harmless the City and its elective and appointive boards, officers, agents, and employees from any and all claims, liabilities, expenses, or damages of any nature, including attorneys' fees, for injury or death of any person, or damages of any nature, including interference with use of property, arising out of, or in any way connected with the negligence, recklessness and/or intentional wrongful conduct of Consultant, Consultant's agents, officers, employees, subcontractors, or independent contractors hired by Consultant in the performance of the Agreement. The only exception to Consultant's responsibility to protect, defend, and hold harmless the City, is due to the negligence, recklessness and/or wrongful conduct of the City, or any of its elective or appointive 3 boards, officers, agents, or employees. This hold harmless agreement shall apply to all liability regardless of whether any insurance policies are applicable. The policy limits do not act as a limitation upon the amount of indemnification to be provided by Consultant. Section 14. Insurance. On or before beginning any of the services or work called for by any term of this Agreement, Consultant, at its own cost and expense, shall carry, maintain for the duration of the agreement, and provide proof thereof that is acceptable to the City, the insurance specified below with insurers and under forms of insurance satisfactory in all respects to the City. Consultant shall not allow any subcontractor to commence work on any subcontract until all insurance required of the Consultant has also been obtained for the subcontractor. Insurance required herein shall be provided by Insurers in good standing with the State of California and having a minimum Best's Guide Rating of A- Class VII or better. 14.1 Comprehensive General Liability. Throughout the term of this Agreement, Consultant shall maintain in full force and effect Comprehensive General Liability coverage in an amount not less than one million dollars per occurrence ($1,000,000.00), combined single limit coverage for risks associated with the work contemplated by this agreement. If a Commercial General Liability Insurance form or other form with a general aggregate limit is used, either the general aggregate limit shall apply separately to the work to be performed under this agreement or the general aggregate limit shall be at least twice the required occurrence limit. 14.2 Comprehensive Automobile Liability. Throughout the term of this Agreement, Consultant shall maintain in full force and effect Comprehensive Automobile Liability coverage, including owned, hired and non - owned vehicles in an amount not less than one million dollars per occurrence ($1,000,000.00). 14.3 Workers' Compensation. If Consultant intends to employ employees to perform services under this Agreement, Consultant shall obtain and maintain, during the term of this Agreement, Workers' Compensation Employer's Liability Insurance in the statutory amount as required by state law. 14.4 Proof of Insurance Requirements/Endorsement. Prior to beginning any work under this Agreement, Consultant shall submit 10 the insurance certificates, including the deductible or self -retention amount, and an additional insured endorsement naming City, its officers, employees, agents, and volunteers as additional insured as respects each of the following: Liability arising out of activities performed by or on behalf of Consultant, including the insured's general supervision of Consultant; products and completed operations of Consultant; premises owned, occupied or used by Consultant; or automobiles owned, leased, hired, or borrowed by Consultant. The coverage shall contain no special limitations on the scope of protection afforded City, its officers, employees, agents, or volunteers. 14.5 Errors and Omissions Coverage [FOR PROFESSIONS/WORK EXCLUDED FROM GENERAL LIABILITY] Throughout the term of this Agreement, Consultant shall maintain Errors and Omissions Coverage (professional liability coverage) in an amount of not less than One Million Dollars ($1,000,000). Prior to beginning any work under this Agreement, Consultant shall submit an insurance certificate to the City's General Counsel for certification that the insurance requirements of this Agreement have been satisfied. 14.6 Notice of Cancellation/Termination of Insurance. The above policy/policies shall not terminate, nor shall they be cancelled, nor the coverages reduced, until after thirty (30) days' written notice is given to City, except that ten (10) days' notice shall be given if there is a cancellation due to failure to pay a premium. 14.7 Terms of Compensation. Consultant shall not receive any compensation until all insurance provisions have been satisfied. 14.8 Notice to Proceed. Consultant shall not proceed with any work under this Agreement until the City has issued a written "Notice to Proceed" verifying that Consultant has complied with all insurance requirements of this Agreement. Section 15. Termination. City shall have the right to terminate this Agreement without cause by giving thirty (30) days' advance written notice of termination to Consultant. In addition, this Agreement may be terminated by any party for cause by providing ten (10) days' notice to the other party of a material breach of contract. If the other party does not cure the breach of contract, then the agreement may be terminated subsequent to the ten (10) day cure period. 5 Section 16. Notice. All notices shall be personally delivered or mailed to the below listed addresses, or to such other addresses as may be designated by written notice. These addresses shall be used for delivery of service of process: To City: City of San Juan Capistrano 32400 Paseo Adelanto San Juan Capistrano, CA 92675 Attn: Glenn Garrett To Consultant: South Coast Systems, Inc. 22765 Savi Ranch Pkwy Yorba Linda, CA 92887 Matt Barone Section 17. Attorneys' Fees. If any action at law or in equity is necessary to enforce or interpret the terms of this Agreement, the prevailing party shall be entitled to reasonable attorneys' fees, costs and necessary disbursements in addition to any other relief to which he may be entitled. Section 18. Dispute Resolution. In the event of a dispute arising between the parties regarding performance or interpretation of this Agreement, the dispute shall be resolved by binding arbitration under the auspices of the Judicial Arbitration and Mediation Service ("JAMS"). Section 19. Entire Agreement. This Agreement constitutes the entire understanding and agreement between the parties and supersedes all previous negotiations between them pertaining to the subject matter thereof. [SIGNATURE PAGE FOLLOWS] X IN WITNESS WHEREOF, the parties hereto have executed this Agreement. ATTEST: Maria Morris, City Clerk APPROVED AS TO FORM: Hans Van Ligten, City Attorney CITY OF SAN JUAN CAPISTRANO John Taylor, Mayor CONSULTANT By: l ►' 1 C ; BCUCZ, _ vk cvt1" r p (-'e 6 cl e ni- 7 South Coast Systems, Inc. Western Region Office • 22765 Savi Ranch Pkwy, Yorbo Linda, CA 92887 Phone: (714) 834-0232 • Fax: (714) 919-8873 Midwest Office • 10525 Ambassador Drive, Suite 105 • Kansas City, MO 64153 Phone: (816) 891-7556 . Fax (816) 891-7729 July 29, 2013 FILE: 1851 Quote 03.docx Mr. Glenn Garrett Utility Programs Supervisor City of San Juan Capistrano 32400 Paseo Adelanto. San Juan Capistrano, CA 92675 Subject: GWRP PLC Conversion from Allen Bradley SLC 5/05 to ControlLogix and Filter Expansion Dear Glenn: South Coast Systems, Inc. (SCS) is pleased to submit this estimate to the City of San Juan Capistrano for the GWRP PLC upgrade from Allen-Bradley SLC 5/05 to ControlLogix. The goal of this project is to replace the RO Train, Chemical, and Filter SLC 5/05 PLCs at the GWRP facility with one new ControlLogix L72 processor. The existing SLC I/O for the 3 PLCs will remain unchanged and connected to the new PLC as remote racks over Ethernet IP. The goal is to improve the overall performance of the system by moving to the latest hardware and reducing the Ethernet traffic for PLC to PLC communications. The new PLC will also have significantly more memory to accommodate future expansion like the addition of 2 new filters. The sizing for this project has been estimated using the existing PLC programs and HMI configurations as a basis. This quotation also includes design and drawings for a new PLC panel to accommodate the I/O required for the filter expansion, as well as the labor required to assemble the PLC panel and in-house testing of the finished panel. The costs associated with this work are summarized in the tables below. IN OFFICE LABOR COST SUMMARY ITEM DESCRIPTION COSH" ...__. .......... ...... ..... _. ....... _...... ....... ............ ..... _ 2.1 PLC Programming $16,432 2.2 HMI Programming $5,984 2.3 Panel Design and Drawings $3,264 2.4 PLC Panel Assembly and Hardware In -House Testing $2,992 2.5 PLC & HMl .Software In -House System Testing $3,160 _.. _ _ ........... _.. ..... Project Cost $31,832 1851 Quote 03.docx Page 1 of2 Item 2.6 in the table below is estimated as time and materials, so any unused field time will not be billed. One senior engineer for 3 eight hour days has been allotted for this task. FIELD LABOR COST SUMMARY ITEM DESCRIPTION COST ............ ........ . ........ .... . ... ... 11--l.." ....... .... .. ... ..... ...... 2.6 Field Installation and Startup (3 Days Senior Engineer) $3,792 ......... . ........ . . ...... ................ . ...... ............. ....... --l-1-1- ................... ............... . I.." ........... ............ ........................ Project Cost $3,792 The total cost of this project with in office and field time is $35,624. We appreciate the opportunity to quote on this work and look forward to supporting your efforts on this project. If any questions arise in the process of reviewing this proposal, please do not hesitate to contact me. Sincerely, Matt Barone President 1851 Quote 03.docx Page 2 of 2 STATEMENT -OF -WORK Systems Integration Services City of San Juan Capistrano GWRP PLC Upgrade from AB SLC5/05 to ControlLogix 1 PROJECT DEFINITION This statement of work is intended to define the work to be performed by South Coast Systems, Inc. (SCS) for the City of San Juan Capistrano (Client) to upgrade the RO Train, Chemical, and Filter PLCs at the GWRP facility from Allen-Bradley SLC5/05 to ControlLogix. The basis for the sizing of the work for this project is a result of a thorough review of the current PLC programs and Intouch HMI. The main purpose of this project is to upgrade the plant to the latest hardware platform for improved performance as well as combine the 3 PLC programs into one PLC to eliminate the necessity for PLC to PLC communications. Currently, the GWRP is controlled by 4 separate PLC programs: RO Train, Chemical, Filter, and GAC Filters. In addition to these, there are 8 remote well programs. All of these communicate over a common Ethernet subset. The RO Train PLC acts as the main point of control for the plant and therefore has to communicate with the chemical and filter plant PLCs as well as the 8 remote well programs. Additionally, the Intouch HMI communicates with the RO Train, Chemical, Filter, and GAC Filter PLCs adding even more traffic to the Ethernet. For some time now, concern has been expressed for the performance of the RO Train PLC. The main problem that has been observed is the amount of time it takes to perform any online programming changes to the running controller. Frequently, the SCS engineers get kicked off the controller when attempting to apply programming changes. The programming software returns an "assemble edits failed" message and disconnects from the controller. The engineer then has to reconnect to the controller by first uploading the running program which has been observed to take between 15-30 minutes. A program upload over Ethernet should take no more than 1-2 minutes, if even that. The inability of the engineers to make even simple program changes without this problem adds up to excessive time just waiting for the software to upload and connect. It also causes concern for the stability of the platform and could be a sign of impending hardware failure. It also could simply be the hardware showing its age. Although the SLC5/05 platform is still supported by Allen-Bradley, it is one of their older product lines. The other possible reason for the slow performance when making programming changes could be due to an overloaded Ethernet network. As mentioned above, the RO Train PLC communicates with 10 other PLCs (2 plant and 8 wells). The traffic for this as well as the HMI traffic is all on the some Ethernet subset. We propose combining the 3 plant PLCs into one new ControlLogix PLC which will eliminate all plant PLC to PLC traffic. All of the 1/O for the RO Train, 1851 Work Statement 03.docx Page 1 Chemical, and Filter PLC will now become remote racks over Ethernet. To isolate the 1/0 traffic, it is recommended that it be located on a separate switch with a private subnet. The RO Train PLC also communicates to two remote racks (one at each Train) over Remote I/O. Allen-Bradley is discontinuing support for Remote 1/0 in January of 2013. Therefore, it is also recommended that these two racks are converted to Ethernet 1/0 as well. To help clarify the proposed changes, we have provided a drawing of the current PLC control network (Current GWRP Control Network.pdf) and the proposed network (Proposed GWRP Control Network.pdf). ROJECT TASK 0 This paragraph is intended to specifically identify the work to be performed by the SCS project team, and where applicable, identify where coordination and liaison with the Client will be necessary. SCS will convert the 4 existing PLC programs (RO Train, Chemical, Filters, and GAC Filters) at the GWRP to ControlLogix and combine them into one single controller. Prior to beginning the conversion process, the programmer will obtain backups of the running programs. Once the program conversion has begun, a programming freeze will need to be instituted on the running program. Any changes to the running program must be documented and provided to SCS so that they can be incorporated into the final converted program. The offline copies of the programs contain the documentation for all of the addressing. The PLC does not store copies of the documentation in the controller, only the PLC logic and data. It has been observed that some of the addresses used in the existing program lack documentation. As part of this conversion effort, SCS will use old PLC backups, the Intouch HMI, and a review of the PLC logic to fill in the missing documentation so that the final converted program is fully documented. The GAC Filters PLC program does not currently have any documentation. As part of this effort, SCS will create documentation for all used addresses in the PLC program. Documentation for all PLC programs will be provided in an Excel spreadsheet. To convert the programs, the Allen-Bradley SLC to ControlLogix conversion tool will be used. The conversion tool takes care of most of the conversion process but there are some items that must be addressed in the converted program. Once each program is converted, SCS will: ® Clean up and organize the program. • Address any program conversion errors. ® Verify that all data types have been converted properly. 1851 Work Statement 03.docx page 2 • Verify and fix any timer and/or counter preset problems (all Contro/Logix timers are millisecond based). • Remove any unnecessary aliasing and tags related to the converted 1/0. • Create a new 1/0 configuration and update all related logic. • Remove any obsolete logic related to the old Remote 1/0 communications. • Create a cross reference for all messaging that will be removed, then update all related PLC logic to reflect the local addressing instead of the messaged addressing. • Remove all obsolete message block logic and related controller tags. • Perform any additional modifications to ensure a complete and seamless conversion of the program. Although all 4 of the individual programs will be incorporated into one PLC, each will be segregated into its own task and the accompanying controller tags will be uniquely named so that they can be easily related to the program for which they are used. This will be good for troubleshooting purposes allowing the new program to be easily compared to the original SLC program logic should any issues or questions arise. In addition to the PLC conversion, logic will be added to the Filter section of the new program to support expansion of the feed and bypass filters as well as modification of the existing control scheme. Currently the Ground Water Recovery Plant's (GWRP) feed and bypass filters flows are controlled by open/close valves located on each filter's inlet and outlet pipes. The flow passing through these filters cannot be controlled too desired flow setpoint. In order for each filter's inlet and outlet flow to be controlled to a desired flow setpoint, SCS will program the following logic: • Logic that automatically calculates the filters inlet and outlet flaw setpoints based on the plant's flow demand/capacity. • One PID loop per the filter's inlet flow and one PID loop per the filter's outlet flow. These will result on a total of eight PID loops for the two feed filters and two bypass filters. • Logic for nine flow meters (scaling logic for HMI display and for PID loop use). • It is foreseen that the GWRP plant will expand its installed capacity and will add two filters in the future. SCS will program four additional PID loops for the future filters. The logic will be disabled but ready for when the filters are installed and ready to be in production. • Logic for six future flow meters (scaling logic for HMI display and for PID loops use). The logic will be disabled but ready for when the new filters are installed and ready to be in production. 1851 Work Statement 03.docx Page 3 In order to accommodate the programming for the filters, new 1/0 modules must be added to the PLC. The existing filter rack does not have any analog 1/0 cards and only one spare slot. Therefore, new l/0 modules will need to be added to the system in a new remote rack. 2.2 HMI Programming For the most part, there are only minor modifications that will be required of the Intouch HMI screens. The bulk of the HMI work will be to update the tag database with the new PLC addresses. Prior to beginning this part of the work, SCS will obtain a backup of the Intouch HMI. Any changes to the HMI after that point will need to be documented and provided to SCS so they can be incorporated into the updated HMI. SCS will export the Intouch tag database and make the necessary modifications to the 1/0 addresses and access names as necessary. It is recommended that the Intouch communications are updated to use the ABCIP Data Access Server (DASABCIP). This will run as a service and does not require a user to be logged on to Windows in order to function. In addition to the Intouch database, the Wonderware Historian (InSQL) server needs to be updated. Modifications will be made to the data acquisition setup to point to the new DASABCIP server and all of the historical tag addresses will need to be updated. These modifications will be made in the field to ensure that there are minimum interruptions to the collection of historical data. The modifications to the historian will only effect that addressing of the tags and not the tag name itself. Therefore, the Hach WIMS system will not require any modifications. It is expected that the only modifications to the screens will be to the communication status screens. References to the individual chemical and filter PLCs will be removed and the status for the RO Train PLC updated. In addition to the programming for the PLC conversion, SCS will perform the following HMI programming to support the filter expansion: ® Modify each filter valve popup screen to include the PID loop information (i.e. auto/manual controls, setpoint and valve control displays). ® Add a new system control screen which will depict the automatic flow setpoint calculation and controls. • Add trend screens for the nine flow meters and six future flow meters. The trends for the six future flow meters will be disabled and ready for when the new flow meters are installed. ® Add the flow meters process values, the flow controller setpoints into the inSQL Historian. 1851 Work Statement 03.docx Page 4 All HMI programming will be done to match the current custom and practice in place at the plant. SCS will design the GWRP Filter Expansion Distributed 1/0 Panel, which will contain the following items: • One NEMA4 48" x 36" x 8" (H x W x D) single door wall mount enclosure with its back panel. • One ControlLogix 85-265VAC power supply. • One ControlLogix 13 slot chassis. • One ControlLogix EtherNet/IP bridge module. • One ControlLogix 24VDC 32 channel DI module with pre -wired modules and LED indicators. • Two ControlLogix 16 channel Al modules with pre -wired fused modules. • Two ControlLogix 8 channel AO modules with pre -wired modules. • One DIN mountable dual GFCI 15A receptacle. • One 24VDC power supply. • Panel fuse protection. In order for SCS to accomplish this effort, SCS will need the load information for all the devices that will be connected to the l/0 panel so fuses, wire AWG, and power supply can properly be sized. SCS will provide in electronic form the electrical schematics and panel layout drawings. SCS will use standard template files for the drawing frames. If custom Client drawing templates are required, SCS will need to get these templates from the Client in AutoCAD format. The custom template files will include Client's logos, drawing frames, font styles, and any other items that might be used on Client's drawings. The result of the panel design effort will be the basis to generate the electrical schematics and panel layout drawings. Once the drawings are completed, SCS will submit them to the Client for approval. To maintain the schedule proposed below, SCS will need the approved drawings back in no more than one week. The approved drawings will be used to order parts and build the panel. 2.4 PLC Panel Assembly and Hardware In -House `besting SCS will build the GWRP Filter Expansion Distributed 1/0 Panel using the following guidelines: • Wire labels will be provided. • Terminal blocks shall be numbered. • Wire and cable shall be color coded as follows: 1851 Work Statement 03.docx Page 5 0 120VAC/ Neutral: Black/ White respectively, 14 AWG stranded MTW. 0 24VDC: Blue (+) and Blue with white stripe(-), 18 AWG stranded MTW. ® Shielded wires shall be grounded at the panel with green/yellow grounded terminal blocks mounted on aluminum DIN rail. Shield will be clipped at the AI/AO module termination strip. ® All hardware will be mounted on the back panel with 10/24 screws drilled tapped for easy replacement and service. ® Pre -wired modules and terminal blocks will be mounted on the back panel to wire all field devices. ® No UL certification shall be provided. ® Field wire and cable entry will be from the bottom of the panel. Holes will be punched/drilled by the Client or Client's electrical contractor. ® Hardware to mount the panel on a wall will be supplied by the Client. Once the panel assembly is complete, SCS will perform an in-house panel testing. The purpose of this effort is to sufficiently test the completed panel in advance of going to the field to verify that the functionality has been accurately completed and to ensure that the system is free from errors. This task helps to greatly reduce the onsite installation time. The panel will be installed and wired to existing field devices by others. 2.5 PLC & HMI Software ire -House System Testing Once the in -office portion of the work is completed, SCS will perform in house system testing. The completed program will be loaded into the PLC and the In touch HMI setup on a test machine. The goal of this effort will be to adequately test the completed logic and HMI modifications to verify that all items have been addressed and the system is free from bugs. This will greatly minimize the amount of time required for startup and field commissioning. { 2.6 Feld InstaiIateon and Startup Once the in house system testing has been completed, SCS will provide one senior engineer for on-site installation and testing. Prior to field installation, the modifications to the Ethernet network will need to be completed. This includes providing a private network for the 1/0 communications which can be accomplished by re -using the Ethernet cables that existed to the filter and chemical cabinets and plugging them into a new switch. New Ethernet cables will need to be pulled to the train A and B remote racks that used to be on remote 1/0. It is expected that the new ControlLogix PLC rack will go in the existing network cabinet near ICP -1 and that room for it will be made in advance of the field startup. Prior to cutting the system over, SCS will make one final backup of all the PLCs and HMI configurations. To cut the system over to the new platform, the plant will be shut down and the necessary control panels powered down. The SLC5/05 RO Train, Chemical, Filter and GAC Filters PLCs will be removed from the SLC rack and replaced with a 1747-AENTR Ethernet 1/0 adapter. 1851 Work Statement 03.docx Page 6 At the remote //O racks for train A and B, the 1747 -ASB remote 1/0 adapter will be replaced with the 1747-AENTR Ethernet 1/0 adapter. The 1747 -SN remote 1/0 scanner will also be removed from the RO Train PLC rack in ICP -1 since it is no longer needed. Intouch will also be updated with the new application. Once all the modules have been replaced and the Ethernet connected, the system will be powered up and tested. If any significant problems arise then the old PLCs and adapter modules can be put back in their original locations and the system returned to its original state. This allows for a safe fallback plan and presents a very low risk for startup and therefore would only require the plant to be done 1-2 hours maximum. Based on the size of this work, it is estimated that this task can be readily accomplished in four 8 hour days. It is expected that the cut over process to the new PLC will be completed on the first day. The two additional days have been allotted to commission the new filter control logic and test the system and verify all plant functionality has been successfully completed in the conversion process. Since San Juan Capistrano is within 30 miles of our Santa Ana office, there will be no charge for travel time or expenses to and from the site. The field time is quoted as a time & materials, so any unused field time will not be billed. 1851 Work Statement 03.docx page 7 STATEMENT -OF -WORK Systems Integration Services City of San Juan Capistrano GWRP Filter Expansion Distributed I/O Panel Construction 1 PROJECT DEFINITION �® This statement of work is intended to define the work to be performed by South Coast Systems, Inc. (SCS) for the City of San Juan Capistrano (Client) to design and build one Ground Water Recovery Plant Filter Expansion Distributed 1/0 Panel. The detailed scope of the work proposed to support this project is defined in section 2 below. To facilitate analysis of the proposal, the specific subparagraphs of this document line up with the equivalent paragraphs in the quotation letter (1920 Quote 01.pdf) to which this statement of work is attached. The basis for the sizing of the work for this project is a result of a drawings provided by the Client. 2 PROJECT TASKS This paragraph is intended to specifically identify the work to be performed by the SCS project team, and where applicable, identify where coordination and liaison with the Client will be necessary. 2.1 Panel Design and Drawings SCS will design the GWRP Filter Expansion Distributed 1/0 Panel, which will contain the following items: • One NEMA4 48" x 36" x 8" (H x W x D) single door wall mount enclosure with its back panel. • One ControlLogix 85-265VAC power supply. • One ControlLogix 13 slot chassis. • One ControlLogix EtherNet/IP bridge module. • One ControlLogix 24VDC 32 channel DI module with pre -wired modules and LED indicators. • Two ControlLogix 16 channel Al modules with pre -wired fused modules. • Two ControlLogix 8 channel AO modules with pre -wired modules. • One DIN mountable dual GFCI 15A receptacle. • One 24VDC power supply. • Panel fuse protection. 1920 Work Statement 01.docx Page 1 Attachment 2 In order for SCS to accomplish this effort, SCS will need the load information for all the devices that will be connected to the 1/0 panel so fuses, wire AWG, and power supply can properly be sized. SCS will provide in electronic form the electrical schematics and panel layout drawings. SCS will use standard template files for the drawing frames. If custom Client drawing templates are required, SCS will need to get these templates from the Client in AutoCAD format. The custom template files will include Client's logos, drawing frames, font styles, and any other items that might be used on Client's drawings. The result of the panel design effort will be the basis to generate the electrical schematics and panel layout drawings. Once the drawings are completed, SCS will submit them to the Client for approval. To maintain the schedule proposed below, SCS will need the approved drawings back in no more than one week. The approved drawings will be used to order parts and build the panel. 2.2 Panel Hardware Procurement Based on the panel design and electrical schematics, SCS will procure the necessary materials and provide the labor to build the panel. 2.3 PLC Panel Assembly and In House System Testing SCS will build the GWRP Filter Expansion Distributed I/O Panel using the following guidelines: • Wire labels will be provided. • Terminal blocks shall be numbered. • Wire and cable shall be color coded as follows: 0 120VAC/ Neutral: Black/ White respectively, 14 AWG stranded MTW. 0 24VDC. Blue (+) and Blue with white stripe(j, 18 AWG stranded MTW. • Shielded wires shall be grounded at the panel with green/yellow grounded terminal blocks mounted on aluminum DIN rail. Shield will be clipped at the AI/AO module termination strip. • All hardware will be mounted on the back panel with 10/24 screws drilled tapped for easy replacement and service. Pre-wir eu modules and terminal blocks will' be mounted on the back panel' t0 wire all field devices. • No UL certification shall be provided. • Field wire and cable entry will be from the bottom of the panel. Holes will be punched/drilled by the Client or Client's electrical contractor. • Hardware to mount the panel on a wall will be supplied by the Client. Once the panel assembly is complete, SCS will perform an in-house panel testing. The purpose of this effort is to sufficiently test the completed panel in advance of going to the field to verify 1920 Work Statement 01.docx Page 2 that the functionality has been accurately completed and to ensure that the system is free from errors. This task helps to greatly reduce the onsite installation time. The panel will be installed and wired to existing field devices by others. 3.0 Project Deliverables and Schedule Milestones Completion of Panel Design and Drawings.............................................................. 2 Weeks ARO Completion of Panel Construction............................................................................ 7 Weeks ARO Completion of Panel Testing..................................................................................... 8 Weeks ARO At the completion of the project, SCS will provide all as -built configurations to the Client in electronic format on non-volatile media (CD/DVD). This includes all programs, panel drawing, as well as any and all configuration files. These are provided at no additional charge. 1920 Work Statement 01.docx Page 3 IuA1vf CITY OF SAN JUAN CAPISTRANO DOCUMENT TRANSMITTAL FORM 1776` •(`t1-1FOR���. This form is for the transmittal of documents for signature. (e.g. Agreements, Contracts, Deeds, Easements) Date: 08t22t2013 Agenda t No. (if Applicable): City Council, SJCHA or SACRA Meeting Date (if applicable): 1 Brief description of document and/or services provided: PSA for SCADA exp nsion with South Coast Systems Submitting Department: utilities Staff Contact' Glenn Garrett or Justin Kirk Please sign each original of the attached document, where indicated and circulate in the below route order as applicable (Please note the procurement limitations below). When the document is fully executed, the City Clerk will provide a signed copy to the submitting department and to the Financial Services Department (when applicable), and will mail a signed original to the contractor/consultant. Step 1 X■ Purchasing — For Procurement Contracts/Agreements (if applicable) $3,000 or less — (Department Head's Authorhy — No Purchase Order Required— STOP —further routing not necessary) $3,001 - $10,000 — (Department Head's Authority) �✓ $10,001 - $45,000 — (City Manager's Authority) 0 $45,001 or over — (City Council Approval Required*) *Date of Council Approval: or Resolution. No.: Public Contracts $45,000 or less (City Manager's Authority Required) Q Public Contracts over $45,000 — (City Council's Authority Required*) *Date of Council Approval: or Resolution. No.: Step 2 ■-1 Department Head F71 Approved Not Approved Q Not Applicable Director's Initials/Date Step 3 ■W City A 0✓ Approved Not Approved Q Not Applicable City Attorney's Initials/Date Step 4 Finance 0 Funding Available No Funding Available Budget Amendment Required Notes: Finance Initials/Date Step 5 ❑■ City Manager F Approved Denied anager's Initial's/Date: Step 6 ❑■ Insurance Requirements (if applicable) *Mark the requirements included in the attached document. Q Commercial/General Liability Additional Insured Endorsement 0 Auto Liability 0 Worker's Compensation Professional/Errors and Omissions 04th Not Applicable Public Works Contracts — Labor/Material & Performance Bonds S1.;6 jUd �115f tiYir9�� �',- zr p- i��+t }a Step 7 ❑■ City Clerk (For Final Routing) Approval Process Completed — Copy of Contract Transmittal Form with documents forwarded to FS Department or back to the originating department as appropriate. =Denied Returned to submitting department. Please provide the follov` mg and return to the City Clerk's Office: City Clerk's Initial's/Date .. Page 1 of 2 I . Contractor/Consultant Name: South Coast Systems 2. Business License*:* Yes ❑ No License Number:7Z4-7 S Date of Expiration *If work is performed in the City, a Business License is required. 1 ftctIl.'Ie-� 3. Contract Amount: $ $35,624 ic/4 4. Budget Account Number: 0 ®q jq,9 —(0110, 1 , 1 j -noa 5. City Services and Facilities to be provided (If Applicable): 6. Is this a standard City contract? 0 Yes ❑ No If no, explain: 7. Are two original contracts submitted? 0 Yes ❑ No If no, explain: 8. Contract Date: Expiration Date: 12/31/13 9. Insurance Certificate (f applicable) attached: W Yes ❑ No If no, explain: 10. Purchase (f applicable) Requisition attached: ❑■ Yes ❑ No If no, explain: 11. Bid Recap (f applicable) attached: ❑ Yes Q No If no, explain: This item was a sole source item 12. W-9 Form (if applicable) attached: Q Yes ❑ No If no, explain: 13. New Vendor Application Form (f applicable) attached: ❑ Yes 0 No if no, explain: Already and existing vendor 14. Does this document need to be recorded? ❑ Yes 0 No If Yes, please provide only one original copy. The Financial Services Department will issue a Purchase Order (PO) to the submitting department, once all of the information on this Contract Transmittal Form has been received by finance through the City Clerk's Office. Page 2 of 2