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� � of �,'�7�I Report Number 10-244 j(i7 Agenda Section -5 the city that Woks for you Council Meeting Date October 26, 2010 REQUEST FOR COUNCIL CONSIDERATION ITEM DESCRIPTION: REQUEST FOR AUTHORIZATION TO PROCEED WITH ARMY FUNDED UPGRADE OF WATER SYSTEM CONTROLS, CITY PROJECT 10-7 DEPARTMENT HEAD'S APPROVAL: 6mvJ CITY MANAGER'S APPROVAL: � No comments to supplement this report t Comments attached Recommendation: Staff requests auth rizat' n to proceed with the implementation of the recommendations presented in the report titled Water SuW Control System Evalttation: Proposed Migration and Upgrade Strategy prepared by Barr Engineering Company and In -Control (August 2009) ("Report"). That implementation would require the following procurement steps: 1. Software and System Integration Services A professional services contract would be negotiated with local specialty supplier In -Control to integrate the separately procured hardware (see #2 below) and to develop and modify software required to replicate the functionality of the existing system. Engineers on In -Control's staff have provided all of the system integration, programming, maintenance, and documentation of the existing system. Because the majority of the labor required to implement the project is specialized software programming and requires specialized technical training and skills, and because the scope will involve trouble shooting and integration of software with software previously developed and maintained by In -Control, it is believed that this approach complies with Section 31.12 (Exceptions to Competitive Bidding) subpart F (Contracts for Professional Services) of the City's Purchasing Policy (Employee Policy Handbook - March 1, 2010). Because the level of effort required to accomplish the work cannot be sufficiently defined prior to the implementation, and in order to avoid fixed price quotes containing significant contingencies to account for that uncertainty, it is advised that the contract be based on actual time and expenses incurred. Staff will negotiate unit labor rates, will require the work to be approached in discreet modules, and will monitor progress on each module before authorizing the next module to proceed. The general scope of In -Control's services would include: ❑ Develop a materials and equipment list detailing the hardware components required for the implementation. 11 Assist City staff with procurement of the hardware by identifying potential vendors, soliciting quotations on the City's behalf, documenting quotes, reviewing proposals, and addressing vendor questions. ❑ Assemble and install the hardware components (procured separately) in a sequence that is integrated with software development and that assures continuous operation of the water supply facilities to the greatest extent possible. ❑ Develop, test, install, and integrate the software required to implement the recommendations contained in the Report. 2. Hardware The major hardware components identified by In -Control (see #1 above) would be procured separately for delivery to In -Control for incorporation into the project. The intent is to procure as much as possible through the State of Minnesota Cooperative Purchasing Venture. Some materials and equipment may not be available through that program. Those that are not will be procured through competitive bidding or price quotation and negotiation, in conformance with the City's Procurement Policy.