TO: Members of the Governing Board
FROM: Christopher Silke, District Engineer
REPORT BY: Annamaria Martinez, Assistant Engineer
SUBJECT: Award Professional Services Agreement 250410B with Telstar Instruments for completion of the Water and Wastewater Facility SCADA Replacement Project, NB 24-01
RECOMMENDATION
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Approve and authorize Agreement No. 250410B (NBRID) with Telstar Instruments for the Water and Wastewater Facility Supervisory Control and Data Acquisition Replacement Project, NB 24-01; and approve a Budget Amendment. (Fiscal Impact: $250,000 Expense; Napa Berryessa Resort Improvement District Fund; Not Budgeted; Discretionary)
[4/5 vote required]
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BACKGROUND
On January 23, 2025, District staff issued a Request for Proposals for the replacement of the District’s water and wastewater facility SCADA system. A SCADA system is a computerized system primarily used to monitor and control system process and assets from a centralized location. System assets for the District include the water treatment plant and onsite tanks and pump station, potable water tank, sewer treatment plant, sewer lift stations, and sewer ponds and sprayfields. The existing system is now 10 years old and provides limited automation and control of the system assets.
The current system can shutdown certain plant processes in the event a pre-set alarm is triggered during monitoring, but the system is not able to send the alarm notifications to District staff or operators when offsite, and remote access to the SCADA workstations is inefficient, with extended lag experienced after each mouse click. In general, the existing older generation SCADA system currently in use does not provide the advanced level of automation, remote control, alarm alerts, sufficient network speed, trend analysis, and dependability needed by the District in a more stringent regulatory environment.
Additionally, data collected by the system is required to populate regulatory reports, and while District staff and operators can query the system for the data, transferring the information from the existing SCADA workstations to the report templates has resulted in corruption of data files.
On February 13, 2025 and February 18, 2025 staff led interested parties on a mandatory tour of the District’s water and wastewater treatment plant buildings - where the bulk of the SCADA system hardware is housed. Representatives from eight qualified companies attended the tour and six submitted a proposal by the deadline. All submittals were evaluated and scored by the District Engineer and the Assistant Engineer based on each firm’s project experience, demonstrated understanding of NBRID’s SCADA requirements, project team credentials, fee proposal, and SCADA competence to oversee a successful project. Two of the six firms were invited for an interview, and after final deliberations, staff arrived at a decision to recommend that the Governing Board approve and enter into an agreement with Telstar Instruments for $213,121.
The project is proposed to be funded by the District’s available fund balance, which requires the proposed Budget Amendment to increase appropriations in the newly created capital project budget 25046. The total appropriations for the Budget Amendment is $250,000 which includes the recommended Telstar Instruments Agreement, ten percent contingency, anticipated staff administration, and initial procurement of satellite internet service provider at both the water and wastewater treatment plants (see attached Budget Summary).
Requested Actions:
1.Approve and authorize Agreement No. 250410B with Telstar Instruments
2. Approve budget amendment for the following (4/5 vote):
a. Increase appropriations in the amount of $250,000 for Transfers Out within NBRID Operations Fund, (Subdivision 5240000, Account 56100);
b. Increase revenue in the amount of $250,000 for Transfers In within NBRID Capital Improvement Fund, (Subdivision 5240500, Project 25046, Account 49900); and
c. Increase appropriations in the amount of $250,000 for Consulting Services within NBRID Capital Improvement Fund, (Subdivision 5240500, Project 25046, Account 52310) offset by Transfers In from NBRID Operations.
FISCAL & STRATEGIC PLAN IMPACT
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Is there a Fiscal Impact? |
Yes |
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Is it currently budgeted? |
No |
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Is it Mandatory or Discretionary? |
Discretionary |
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Discretionary Justification: |
The existing older generation software does not provide advanced level of automation, remote control, alarm alerts, sufficient network speed, trend charts, and dependability needed by the District in a more stringent regulatory environment. |
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Is the general fund affected? |
No |
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Future fiscal impact: |
Potential reduced operations costs associated with stable remote access, prompt alarm notifications for regulatory compliance or equipment malfunctions, and more efficient reporting capabilities. |
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Consequences if not approved: |
Without a replacement system, the District risks regulatory violations in the future. |
ENVIRONMENTAL IMPACT
ENVIRONMENTAL DETERMINATION: The proposed activity is categorically exempt from the California Environmental Quality Act pursuant to CEQA Guidelines section 15301, as the repair or maintenance of existing facilities involving negligible or no expansion of existing or former use.