Title
Approval of Amendment No. 2 to Services Agreement No. AGR17-37 with Stantec Consulting Service, Inc. in the amount of $500,000.00 for a Revised Contract Amount Not to Exceed $950,000.00, plus Applicable Gross Receipts Tax, for the Purpose of the Geographic Information System (GIS) and Asset Management Upgrade Project
Recommended Action
I move that the Board of Public Utilities approve Amendment No. 2 to Services Agreement No. AGR17-37 with Stantec Consulting Service, Inc. in the amount of $500,000.00 for a Revised Contract Amount Not to Exceed $950,000.00, plus Applicable Gross Receipts Tax, for the Purpose of the Geographic Information System and Asset Management Upgrade Project and forward to Council for approval.
Staff Recommendation
Staff recommends that the BPU approve the motion as presented.
Body
DPU has completed the first three years of this agreement with Stantec spending the full original 3-year contractual amount of $450,000.00. This past 3-year period accomplished multiple objectives: 1) Re-organized the GWS assets into discrete layers making it easier to locate and view specific assets as individual and/or small group assets; 2) Cleaned the data to improve geographical and attribute accuracy; 3) Developed attributes to enable asset management functionality for asset condition, asset criticality or risk and financial value; 4) Developed reporting tools for asset management; 5) Completed a first run asset import into the Munis System to test whether or not the Munis system can function as a usable asset based work order management and tracking system; and 6) Developed a GWS GIS Metadata system and document for future users to refer to in order to maintain data consistency.
Current statistics indicate that the GWS systems (GA, DW, WC, WP, NP & WT) consist of 122 major assets (wastewater treatment plants, lift stations, wells, tanks, booster stations, etc.), approximately 20,000 mid-major assets (pressure reducing valve (PRV) stations, hydrants, meters, manholes, etc.) and approximately 90,000 minor assets (pipelines, valves, points) for a total of approximately 110,000 individual discrete assets. Completed upgrades include asset attributes such as age, physical condition, risk/criticality, financial value (initial and depreciated current present worth value). Additional upgrades include operational specifications for major and mid-major assets - such as well pump capacity, sewer lift station wet well dimensions, PRV station inlet & outlet pressure settings, storage tank volume, etc. - that enable the DPU GIS to be the go-to data set for knowledge about the size and functionality of the GWS systems.
There have also been 17 non-asset layers developed to track events such as water line breaks, gas line leaks, sewer overflow events, pressure zones and service areas.
This amendment (No.2) approves the 3-year extension that was proposed in the original agreement. The work proposed in the final three years of this agreement will be concentrated on: 1) Using the asset management tools, in conjunction with the FY21 DPU Condition Assessment Project consultant, to provide detailed reports assessing the condition of the individual GWS facilities; 2) Populating the non-asset layers with historic data; 3) Field surveys to finalize geo-location of assets; 4) Development of mobile application digital field inspection tools to take the GIS into the field and complete asset condition monitoring in real time; 5) Develop desktop dashboard applications to monitor and report on field inspection activities.
The total project cost of $950,000 comes to approximately $8.63 per individual asset for the approximately 110,000 assets in the six GWS systems.
Alternatives
DPU could try to complete this work in house however, that would mean multiple additional GIS personnel and equipment would be required to complete this work within the projected 3-year schedule. Without this contract, and alternatively without the addition of multiple personnel and equipment, the GWS GIS datasets will never be developed to the point of being reliable for use as an asset management tool.
Fiscal and Staff Impact
Funds are budgeted in GA, DW, WC, WP & NP in FY21 and FY22 for this work. The total cost of the 6-year contract is $950,000; $450,000 for the first three years and $500,000 for the final three years. Project Management will be absorbed within the routine functioning of the DPU with personnel from both GWS and Engineering involved. The hourly rates for the next three years are the same rates that were established in 2017. Finally due to COVID-19 concerns, summer interns will not be hired in 2020 due to not having safe work space for the interns to work and ability for interaction with staff.
Attachments
A - AGR17-37-A2 Stantec Consulting Services_Amendment No. 2