Report Prepared by: Noel Barocio, Public Works Supervisor - WWTP Maintenance
Title
SUBJECT: Approval to Waive the Competitive Bidding Requirements and Approval of a Statement of Services with PrivITation Consulting Corp. in the not to Exceed Amount of $82,600 for Replacement of the Johnson Controls HVAC Automation System for the Laboratory at the Wastewater Treatment Plant
REPORT IN BRIEF
Considers approving to waive the City’s competitive bidding requirements and approving an agreement with PrivITation Consulting Corp. in the amount of $82,600 for the HVAC automation system replacement project at the Wastewater Treatment Plant.
RECOMMENDATION
City Council - Adopt a motion:
A. Waiving the City’s competitive bidding requirement as permitted by Merced Municipal Code Section 3.04.210 for purchases necessary for standardization of particular types of equipment; and,
B. Approving the Statement of Services with PrivITation Consulting Corp., in the not to exceed amount of $82,600 for replacement of the Johnson Controls HVAC Automation System at the Lab for the Wastewater Treatment Plant; and,
C. Authorizing the City Manager, the Deputy City Manager, or desginee, to execute the necessary documents, and to approve change orders not to exceed 10% of the total contract.
Body
ALTERNATIVES
1. Approve, as recommended by staff; or,
2. Approve, subject to conditions outlined by Council; or,
3. Deny; or,
4. Refer to staff for reconsideration of specific items; or,
5. Continue to a future meeting.
AUTHORITY
Charter of the City of Merced, Section 200 et seq.
Merced Municipal Code (MMC), Title 3 - Revenue and Finance, Section 3.04.120 - Written contract. The purchase of materials, supplies, equipment, and contractual services of an estimated value greater than $37,000.00, the "contract threshold," shall be made by the purchasing supervisor by written contract.
MMC Section 3.04.210 - Exemptions from competitive bidding. Waivers may be authorized for, but are not limited to, cooperative purchasing in conjunction with other governmental entities, professional services, annual service, supply agreements, or purchases necessary for standardization on particular types of equipment.
CITY COUNCIL PRIORITIES
As provided for in the 2023-2024 Adopted Budget.
DISCUSSION
The Johnson Controls system was installed approximately 7 years ago, and it has been difficult to make any changes to the system per lab requirements. This design was based on integrating 4 different manufacturer systems through limited communication interfaces. This type of design makes troubleshooting exceedingly difficult and expensive, due to requiring 4 different vendor software and connection tools.
The upgrade would replace all York Rooftop controllers with a Distech Eclypse system to provide advanced rooftop optimization control, advanced predictive programming, diagnostic, trending, and alarming. This upgrade would provide the necessary reliability, integration ability, local user access, and graphic interface to increase the level of dependability to that of a critical lab system.
A new properly engineered automation system built on a secure platform will provide the proper control and reliability needed for the Lab building. Additionally, the York Air Handler controllers, Fan Powered Variable Air Volume controllers, and Exhaust Fan controllers will be replaced with Eclypse Advanced controllers to stay in compliance with the Environmental Laboratory Accreditation Program (ELAP) requirements of the EPA.
The Wastewater Treatment Plant Building Automation System (BAS) will be connected to the City of Merced Automation Server located at the Civic Center. This connection will use a VPN connection over cellular modem. This will enable all of the BAS systems at Wastewater to benefit from the Distech Controls Server infrastructure already purchased by the City for secure remote access, troubleshooting, remote notifications, and graphics.
Staff is requesting Council waive competitive bidding for standardization of equipment and to approve the proposed automation replacement agreement in the amount of $82,600.
IMPACT ON CITY RESOURCES
No appropriation of funds is needed. Funding is available within the 2023-2024 adopted budget in Fund 6000-Wastewater System Operation and Wastewater Treatment Plant Division (Org 60006070).
ATTACHMENTS
1. Statement of Services