14-0617_SOUTH COAST SYSTEMS, INC._D11_Agenda Report_SupplementaryCity of San Jua
Supplement
TO: Karen P. Brust, City ~~~#IJ~~
Capistrano
~da Report
6/17/2014
011
FROM: Keith VanDer Maaten, .E., ublic Works and Utilities Director:JIYf'J/.AJ
Prepared by: Jill Thomas, Senior Management Analyst '' ,,..., "' ' {
DATE: June 17, 2014
SUBJECT: Consideration of a Personal Services Agreement for the Annual
Maintenance of the Supervisory Control and Data Acquisition (SCADA)
System for the Water and Sewer Systems (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
annual maintenance of lhe Supervisory Control and Data Acquisition (SCADA)
System for the Water and Sewer Systems for a three year term, beginning July 1,
2014, with three one-year renewal options, subject to available funding in the
operational budget.
EXECUTIVE SUMMARY:
At the regularly scheduled meeting on June 17, 2014, this item was presented to the
Utilities Commission. The Utilities Commission recommended that the City Council
approve the Agreement with a term of one year with three one year optional extensions.
Staff has recommended a term of three years with three one year optional extensions.
DISCUSSION/ANALYSIS:
The Utilities Commission expressed an interest in having this Agreement re-bid on a
more frequent basis than the three year term that was proposed by staff in order to
make sure that the pricing remains competitive.
South Coast Systems, Inc. has developed customized programming for the City to
control the SCADA system and has continually maintained this programming since
2008. 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
City Council Supplemental Agenda Report
June 17, 2014
Page 2 of2
needs by South Coast Systems, Inc. Additionally, South Coast Systems, Inc. has
agreed to hold current pricing in place for the three year term with the optional
extensions subject to an annual All Urban Consumer Price Index (CPI-U) adjustment.
Due to these reasons, and the critical importance of the SCADA system to ensure
proper operation of the water and sewer systems, staff has recommended a three year
term to the Agreement.
ENVIRONMENTAL IMPACT:
Not applicable.
FISCAL IMPACT:
Not applicable.
PRIOR CITY COUNCIL REVIEW:
• November 5, 2013 -The City Council approved a Personal Services Agreement
which terminates on June 30, 2014.
COMMISSION/COMMITTEE/BOARD REVIEW AND RECOMMENDATIONS:
• At the regularly scheduled meeting on June 17, 2014, this item was presented to the
Utilities Commission. The Utilities Commission recommended that the City Council
approve the item with a term of 1 (one) year with three one year options.
NOTIFICATION:
Not applicable.
A TT ACHMENT(S):
Not applicable.