HomeMy WebLinkAboutStaff Report 3799
City of Palo Alto (ID # 3799)
City Council Staff Report
Report Type: Consent Calendar Meeting Date: 6/17/2013
City of Palo Alto Page 1
Summary Title: Award of Contract to EFACEC, ACS, Inc. for Electric SCADA
System
Title: Award of Contract to EFACEC, ACS, Inc. for Electric SCADA System in an
Amount not to Exceed $280,000
From: City Manager
Lead Department: IT Department
Recommendation
Staff recommends that the Council approves the award of contract in an amount not to
exceed $280,000 to EFACEC ACS, Inc. (“EFACEC”) for the continued maintenance and
support of the Electric SCADA system of the City of Palo Alto’s Utilities Department.
Executive Summary
The City of Palo Alto’s Utilities Department has a need for the support and maintenance
of its Electric SCADA system. The Utilities Department has been using EFACEC since
2003. This contract award will be for a one-year term with an option for four
consecutive one-year extension terms for a total of up to five years, pending the
Council’s annual budget approval. The amount of this contract will be for $51,072.00
per year for a total amount not to exceed $280,000.00 over the five-year term of this
contract.
Background
The SCADA system is a large, proprietary system that is custom tailored by EFACECto
match the City’s needs and EFACEC is presently the only entity qualified to work on this
critical system. The City currently uses EFACEC as the master station for control of all
controllable electric, water and gas system intelligent devices.
Discussion
EFACEC has been the sole provider of electric SCADA services to the City since 2003;
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during this time, the City has a positive track record with the software, hardware,
training support and maintenance programs. Switching to a different vendor is or will be
impracticable or impossible to execute and would be very troublesome due to all the
proprietary software and protocols. Due to the costs to change SCADA systems and the
time involved the City not solicit or review proposals of other potential vendors to
provide these services.
Timeline, Resource Impact, Policy Implications, Environmental Review (If
Applicable)
Summary of City Bid Process
This is a Sole Source award, as EFACEC is the only provider of this proprietary power
monitoring system.
Resource Impact
The funds for the contract will come from the Techology Fund.
Environmental Review
Approval of this contract does not constitute a project under the California
Environmental Quality Act (CEQA); therefore, no Environmental Assessment is required.
Attachments:
Attachment A - Sole Source for SCADA EFACEC ACS (DOCX)
City of Palo Alto
IT Project Services
Document Version: 1.0 KBP
Form: Sole Source Justification
Page 1
REQUEST FOR SOLE SOURCE OR EXEMPTION FROM COMPETITIVE SOLICITATION
Purchases in excess of $5,000
To: Adrian Brown X2500
From: KB Paige 2284 Department: ITD
Request for the purchase of: Upgrade and Maintenance of ELE SCADA
Requested Supplier/Vendor: EFACEC ACS, INC. #100873
Vendor Address: 2755 NORTHWOODS PARKWAY, NORCROSS, GA 30071
Vendor Contact: Enter Vendor Contact Vendor Phone Number: (800) 241-7317
Purchase Requisition Number: PR149120 Cost Estimate: $51,072.00 Annual
$255,360.00 In Total
Justification must include the following:
1. A description of the unique need that necessitates a sole source purchase, a product standardization request, or other
type of exemption from competitive solicitation.
2. A statement describing the actions taken by the department during the search for the project or service.
3. Any reviews, reports, or specifications prepared by the department during the research for available products or
services.
4. Expected length of contract.
Department Justification:
The City recommends the purchase of Efacec ACS Full Annual Subscription Support for the SCADA system as provided below:
1. The SCADA system is a large, proprietary system that is custom tailored by Efacec ACS to match the City’s needs and
they are presently the only entity qualified to work on this critical system.
2. The City currently uses Efacec ACS as the Master station for control of all controllable electric, water and gas system
intelligent devices.
3. Efacec has been the sole provider of electric SCADA for the City since 2003 and during this time the City has a
positive track record with their software, hardware, training support and maintenance programs.
4. Switching to a different vendor is nearly impossible and would be very troublesome due to all the proprietary
software and protocols.
5. Due to the costs to change SCADA systems and the time involved there was no review of other potential vendors to
provide these services.
6. The City requests this contract for 1 year, with an additional four 1 year extensions for a total of 5 years.
Follow these Instructions for the Approval Process:
After filling out your Request, please follow these instructions:
1. The departmental approval shall be obtained by sending this Request (filled out by requestor) as an attachment via email
to the Department Head, who approves by typing the words: “Request Approved”. (Any approvals required prior to this
step shall be obtained at the Department Head’s discretion and are not required as an attachment to the email.)
2. The Department Head then forwards the same email directly to the Buyer or Contract Manager assigned to the purchase
requisition. (See name at top of form.)
City of Palo Alto
IT Project Services
Document Version: 1.0 KBP
Form: Sole Source Justification
Page 2
3. The Buyer or Contract Manager will obtain Purchasing Manager and City Manager approvals prior to processing the
Request.
* All items in GREEN must be filled out by the PM or designee