FROM: James D. Herberg, General Manager
Originator: Kathy Millea, Director of Engineering
SUBJECT:
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OUTFALL LOW FLOW PUMP STATION, CONTRACT NO. J-117B
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GENERAL MANAGER'S RECOMMENDATION
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RECOMMENDATION: Recommend to the Board of Directors to:
A. Approve a Purchase Order to ConvergeOne for the purchase of IT Hardware (J-117B), Specification No. E-2021-1231BD (Base Bid), for Outfall Low Flow Pump Station, Contract No. J-117B, for a total amount of $785,482, plus applicable sales tax and freight; and
B. Approve an additional Purchase Order to ConvergeOne for the purchase of optional IT hardware items (J-117B), Specification No. E-2021-1234BD (Optional Bid), for Outfall Low Flow Pump Station, Contract No. J-117B, for a total amount not to exceed $288,328, plus applicable sales tax and freight.
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BACKGROUND
The Orange County Sanitation District (OC San) previously installed a plant-wide, three-tier hierarchical Industrial Control System (ICS) network at Plant No. 1 to move all Programmable Logic Controllers (PLCs), Supervisory Control and Data Acquisition (SCADA) servers, and Human Machine Interfaces (HMIs) to this network, allowing OC San to abandon legacy networks, including Modbus Plus, and remove the HMI from the office network as recommended by the Department of Homeland Security (DHS).
Contract No. J-117B is constructing a new plant-wide ICS network at Plant No. 2, similar to Plant No. 1, which includes the installation of single mode fiber optics and new networking hardware throughout Plant No. 2.
RELEVANT STANDARDS
• Comply with California Public Contract Code Section 20103.8: Award contract to the lowest responsive, responsible bidder
• Ensure that public’s money is wisely spent
• 24/7/365 treatment plant reliability
PROBLEM
New equipment is required to construct the new ICS network. Similar to past construction projects, OC San purchases the network equipment for the contractor to install. This allows OC San to obtain the latest equipment model prior to installation.
PROPOSED SOLUTION
Approve the Purchase Orders to ConvergeOne to provide networking equipment.
TIMING CONCERNS
This procurement is needed to turn over the new equipment to the J-117B Contractor for installation and avoid project delays.
RAMIFICATIONS OF NOT TAKING ACTION
The new plant-wide ICS network at Plant No. 2 would not be completed on or before March 2022, as currently planned. Potential time delays and cost impacts to Contract No. J-117B and future projects that will utilize the new Plant No. 2 ICS network may also occur.
PRIOR COMMITTEE/BOARD ACTIONS
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ADDITIONAL INFORMATION
OC San advertised for bids on April 1, 2021, and nine sealed bids were received on May 5, 2021. The estimated bill of material was $1,500,000. A summary of the bids follows:
Bidder Amount of Base Bid
ConvergeOne $ 785,482
Total Communications, Inc. $ 808,858
NetXperts, Inc $ 816,193
Insight Public Sector, Inc $ 821,406
Burnwood Group, Inc $ 885,407
ePlus Technology, Inc. $ 936,981
SaiTech, Inc $ 1,124,715
Thomas Gallaway Corp $ 1,646,435
CDW Government LLC $ 1,805,498
The bids were evaluated in accordance with OC San policies and procedures. A notice was sent to all the bidders on May 11, 2021, informing them of the intent of OC San to recommend awarding Purchase Order to ConvergeOne.
Staff recommends approving a Purchase Order to the lowest responsive and responsible bidder, ConvergeOne, for Purchase of IT Hardware (J-117B), Specification No. E-2021-1231BD (Base Bid), for a total amount of $785,482 and an additional Purchase Order for optional items Specification No. E-2021-1231BD (Optional Bid) in the amount not to exceed $288,328, for a combined award amount not to exceed $1,073,810, plus applicable sales tax and freight.
CEQA
The project is included in the Ocean Outfall System Rehabilitation/Outfall Low Flow Pump Station (Project No. J-117B) Mitigated Negative Declaration (MND) State Clearinghouse Number 2017071012.
This MND was certified by the Board of Directors and a Notice of Determination was filed on October 2, 2017.
FINANCIAL CONSIDERATIONS
The request complies with authority levels of OC San’s Purchasing Ordinance. This item has been budgeted, FY 2020-2021 & 2021-2022 Adopted Budget, Section 8, Page 37 and the project budget is sufficient for the recommended action.
ATTACHMENTS
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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