Title
Consulting Services for a Joint Utilities Project (NB)
Staff recommends the establishment of a contract with KEMA, Inc. for consulting services to support a Joint Utilities Project related to the acquisition of a replacement Supervisory Control and Data Acquisition / Energy Management System.
Explanation
GRU, along with the City of Lakeland, City of Tallahassee, Memphis Light, Gas and Water, Minnkota Power Cooperative, South Mississippi Electric Power Association and Wolverine Power Supply Cooperative is participating in a cooperative purchasing initiative known as the Joint Utilities Project (JUP). The JUP will enable the participants to leverage their collective purchasing power as they replace their legacy Supervisory Control and Data Acquisition/Energy Management Systems (SCADA/EMS). These critical software applications monitor and control the electric distribution and transmission systems as well as generating stations. The JUP offers participants substantial benefits including better pricing from SCADA/EMS vendors, reduced maintenance and support costs, an improved use of resources through collaboration, and enhanced vendor support for upgrades, shared testing and problem resolution.
In 1996 the City Commission authorized GRU to enter into a JUP agreement with KEMA, Inc. for similar consulting services. A SCADA/EMS solicitation was developed, responses were evaluated and five JUP members including GRU contracted for the common platform SCADA/EMS application software and support services. The current contracts with each utility will expire in 2015. A larger number of participants support the continuation of the JUP concept for their subsequent SCADA/EMS needs due to the financial and operational benefits each utility has derived from its earlier participation.
KEMA, Inc., is a specified sole source, is uniquely qualified in SCADA/EMS consulting services through a JUP. On behalf of the JUP, KEMA will issue a Request for Proposals for the systems based on each utility's procurement requirements, evaluate the responses, develop a Statement of Work for each utility, and assist in contract negotiations with the utility's selected vendor. KEMA will conduct meetings with the utilities to discuss the current environment, industry trends and best practices. The cost of consulting services will be evenly divided amongst participating utilities. The anticipated consulting cost to GRU is $46,911 based on the current number of participants. If the number of participants changes, the consulting fee will be equally divided among the participating utilities. Each utility is responsible for up to $6,000 in travel expenses.
Fiscal Note
Funds for these services are available in the FY 2013 Utilities Electric Systems Capital Budget and will be requested in the FY 2014 budget.
Recommendation:
The City Commission: 1) authorize the General Manager, or his designee, to negotiate and execute a contract with KEMA, Inc., a specified source, for consulting services related to the acquisition of a replacement Supervisory Control and Data Acquisition/Energy Management System, subject to the approval of the City Attorney as to form and legality; and 2) approve the issuance of purchase orders to KEMA, Inc. in amounts not exceeding budgeted amounts for each year of the contract, subject to the final appropriation of funds for these services for each fiscal year.