FROM: Robert Thompson, General Manager
Originator: Mike Dorman, Acting Director of Engineering
SUBJECT:
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PROCESS CONTROL SYSTEMS UPGRADE, PROJECT NO. J-120
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GENERAL MANAGER'S RECOMMENDATION
recommendation
RECOMMENDATION:
A. Approve a Purchase Order to ePlus Technology, Inc. for the purchase of software, hardware, and services for Specification No. E-2022-1375BD, Process Control Systems Upgrades (Project No. J-120), for a total amount not to exceed $1,008,454 plus applicable sales tax and shipping; and
B. Approve a contingency in the amount of $100,845 (10%).
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BACKGROUND
Process Control Systems Upgrades, Project No. J-120, will replace the existing Human-Machine-Interface (HMI) system and data historian with an ABB distributed control system (DCS). The HMI system is the graphical user interface for Orange County Sanitation District’s (OC San) treatment plants and collections facilities control systems. Existing information technology (IT) server hardware for the existing HMI system and data historian were replaced with Nutanix Hyper-Converged Infrastructure (HCI) hardware through previous procurements.
RELEVANT STANDARDS
• 24/7/365 treatment plant reliability
• Ensure the public’s money is wisely spent
• Maintain a culture of improving efficiency to reduce the cost to provide the current service level or standard
• Protect OC San assets
PROBLEM
When the Nutanix HCI server hardware was initially purchased, it was sized to accommodate the existing control system requirements. Additional server hardware is required to properly phase and implement the new ABB DCS while maintaining the operation of the existing HMI system.
PROPOSED SOLUTION
To properly phase and implement the replacement of the existing HMI and data historian, OC San staff requests to increase the existing server hardware by purchasing additional Nutanix HCI servers and associated software and procuring professional services to install and configure the system.
TIMING CONCERNS
Additional hardware for existing HCI servers is required by December 2023 to maintain the current schedule for Process Control Systems Upgrades, Project No. J-120.
RAMIFICATIONS OF NOT TAKING ACTION
A decision not to purchase additional Nutanix HCI hardware and related professional services would limit the deployment of the new ABB DCS system and the ability to properly store new historical data.
PRIOR COMMITTEE/BOARD ACTIONS
July 2021 - Approved Task Order No. 1 under the Master Services Agreement with ABB Inc. to provide services, software, and equipment for Process Control Systems Upgrades, Project No. J-120, for an amount not to exceed $11,818,480; and approved a contingency of $1,181,848 (10%).
ADDITIONAL INFORMATION
A Notice Inviting Bids was issued on November 7, 2022 via PlanetBids. Bids were due on December 6, 2022. OC San received one bid valid for 180 calendar days from the bid opening date. No other bids were submitted. A post-bid survey of potential bidders indicated reasons for some venders not bidding included the inability to bid due to the large scope of work and the inability to fulfill the requirements. The engineer’s estimate for the bill of material was $1,200,000.
The following is a summary of the bid received:
|
Company Name |
Bid |
Determination |
|
ePlus Technology |
$1,008,453.15 |
Responsive |
The bid was evaluated in accordance with OC San policies and procedures. Costs were evaluated based on previous competitive bids and determined to be fair and reasonable. In addition, the two previous low-bid procurements for Nutanix HCI solutions had multiple bidders and were awarded to ePlus Technology. Based on the result, staff recommends awarding the Purchase Order to ePlus Technology. A notice was sent to the bidder on January 5, 2023, informing them of the intent of OC San to recommend approval of a purchase order to ePlus Technology.
CEQA
The project is exempt from CEQA under the Class 1 categorical exemptions set forth in California Code of Regulations Section 15301. A Notice of Exemption has been filed with the OC Clerk-Recorder (July 2021).
FINANCIAL CONSIDERATIONS
This request complies with authority levels of OC San’s Purchasing Ordinance. This item has been budgeted (Adopted Budget, Fiscal Years 2022-2023 and 2023-2024, Section 8, Page 37, Process Control Systems Upgrades, Project No. J-120) and the budget is sufficient for the recommended action.
ATTACHMENT
The following attachment(s) may be viewed on-line at the OC San website (www.ocsan.gov) with the complete agenda package:
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