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    15.    
City Council Regular
Meeting Date: 02/25/2020  

SUBJECT:
CHANGE ORDER NO. 4 WITH CDM CONSTRUCTORS, INC. FOR THE SCADA SYSTEM UPGRADE PROJECT
RECOMMENDATION:
  1. Adopt a resolution entitled:  A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CHINO HILLS, CALIFORNIA, ADOPTING A BUDGET AMENDMENT FOR FISCAL YEAR 2019-20 INCREASING THE SUPERVISORY CONTROL & DATA ACQUISITION (SCADA) SYSTEM UPGRADE PROJECT IN THE AMOUNT OF $100,000 AND DECREASING THE BUTTERFIELD RANCH LIFT STATION PROJECT IN THE AMOUNT OF $100,000.
     
  2. Approve Change Order No. 4 to Agreement No. A2019-139 with CDM Constructors, Inc., in the amount of $44,348 for additional work related to the Supervisory Control & Data Acquisition (SCADA) System Upgrade Project.
BACKGROUND/ANALYSIS:
On June 25, 2019, the City Council awarded a construction contract to CDM Constructors, Inc. (CDM Smith) for construction of the Supervisory Control & Data Acquisition (SCADA) System Upgrade project. During construction, the City Manager approved three change orders in the total amount of $86,640, which is under the authorized amount of ten (10%) percent of the awarded contract amount.  

Change Order No. 1 items included the needed replacement of obsolete and no longer considered suitable materials and equipment as discovered from further site survey assessment and review of the original design prior to the start of construction. The total amount of Change Order No. 1 was $29,914.00.

Change Order No. 2 were items required based on request from the Sanitation Section of the Utility Operations Division to upgrade and replace specific equipment and hardware to meet standards of operations and maintenance. In addition, changes included additional work needed to relocate the control panel to accommodate proposed upcoming IEUA installation work in the Butterfield Sewage Lift Station. The total amount of Change Order No. 2 was $12,398.00.

Change Order No. 3 were changes associated with changing the originally proposed Master SCADA location and re-designing a new isolated Master SCADA control room to allow for future expansion of both the Sanitation and Water SCADA systems. The total amount of Change Order No. 3 was $44,328.00.
 
 
The most notable of the changes in the project is in the inclusion of the new SCADA master control room in the existing Public Works office building.
 
Prior to the completion of the construction, minor issues arose that required additional changes to the project. The following summarizes the current change order request associated with the contract:
  1. Install additional underground conduit and electrical wiring to replace existing unusable conduit required to provide source of power for the new SCADA panel unit at Reservoir 12. The existing conduit was discovered to be restricted and undersized to accommodate new electrical wiring to be pulled.
Additional cost:  $6,294
  1. Provide necessary additional electrical work and furnish/install conduit and server racks for the new SCADA master control room, including the relocation of the antenna, and support brackets and rack. The extra work is related to the re-design and re-alignment of conduit due to the changes to the location of the master SCADA.
Additional cost:  $18,274
 
  1. Purchase the needed SCADA equipment spare/replacement parts for SCADA program troubleshooting, testing, and training personnel and operators. These spare parts were not included in the original bids. Staff has determined these replacement parts to be significant to maintain and provide staff full control of the new SCADA system.
Additional cost:  $19,780
 
The amended contract is summarized as follows:
 
Original Contract $899,994
Change Order Nos. 1-3  86,640
Change Order No. 4 44,348
Revised Contract $1,030,982

The project is nearly complete with a few minor installations remaining, testing, and operator training. Notice of Completion for the project is anticipated to be processed in early April pending approval of the FCC license for the antenna. Staff estimates the project will need to be increased $100,000 to cover the additional staff time for project management, construction inspection, testing, and shortfall in the project funding. Staff requests a budget amendment to move Sewer Utility funds from the Butterfield Ranch Lift Station project (D10001) to the SCADA System Upgrade project (D11002).
ENVIRONMENTAL (CEQA) REVIEW:
At the June 26, 2018, City Council meeting, the project has been determined to be exempt as a Class 1(b) Categorical Exemption (existing facilities of both investor and publicly owned utilities used to provide electric power, natural gas, sewage, or other public utility services), pursuant to Section 15301 of Guidelines for the California Environmental Quality Act of 1970, as amended, Public Resources Code Section 21000 et seq.
 
FISCAL IMPACT:
The total estimated cost for this project is as follows:
 
Item Description Amount
Design, Project Management, Inspection, and Testing $400,018
Construction Contract 899,994
Change Order Nos. 1-4 130,988
Total Estimated Project Cost $1,431,000

The FY 2019-20 current Capital Improvement Program has budgeted $1,331,000 for the Supervisory Control & Data Acquisition (SCADA) System Upgrade project. The proposed budget amendment will decrease Sewer Utility funding for the Butterfield Ranch Lift Station poject (D10001) and increase the funding in the amount of $100,000 to the Supervisory Control & Data Acquisition (SCADA) System Upgrade project. This will result in a grand total project budget of $1,431,000. There is no anticipated impact on the General Fund with this item. Additionally, the proposed budget amendment will not adversely impact the Butterfield Ranch Lift Station project budget. The funds available for the project are as follows:
 
Project No. Funding Source Amount
D11002 Sewer Facility Fee $1,331,000
  Total Approved Funding $1,331,000
D11002 Transfer funds from Butterfield Ranch Lift Station project (D10001)
$100,000
  Grand Total Project Funding $1,431,000

 
REVIEWED BY OTHERS:
This item has been reviewed by the Finance Director. 
Attachments
Resolution
Exhibit No. 1 - Budget Amendment
Change Order No. 4
Change Orders No. 1, 2, and 3

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