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HomeMy WebLinkAbout~Master - Waiving the City's Purchasing Policies and Procedure Requirement for Formal Bidding for the SCADA System for Electric Services RESOLUTION NO. 22-445 RESOLUTION WAIVING THE CITY'S PURCHASING POLICIES AND PROCEDURE REQUIREMENT FOR FORMAL BIDDING FOR THE SCADA SYSTEM FOR ELECTRIC SERVICES FOR THE CITY OF AMES,IOWA WHEREAS, Electric Services uses a Supervisory Control and Data Acquisition(SCADA) System to monitor status and to control power flows, electric generations, interconnections to neighboring utilities, distribution, and transmission; and, WHEREAS, data from the SCADA is also used as the basis for billing energy transactions; and, WHEREAS,the existing SCADA system was installed in 2000 and has had routine software updates about every two years; and, WHEREAS, the SCADA system was supplied and is supported by Open Systems International,Inc., (OSI)from Medina, Minnesota, and the software is based on Microsoft".NET" technology; and, WHEREAS, advancements have continued to be made to the software to meet changing industry standards and regulations, and the City has historically entered into a Support Services Agreement with OSI to keep pace with those changes and to provide maintenance services at a reasonable price; and, WHEREAS, there are two levels of support service plan available for this software: "Diamond"and"Gold,"and for the past six years,the Power Plant has performed a software upgrade every two years; and, WHEREAS,it has financially benefitted the plant to hold a higher level"Diamond"support service plan during the years of the software upgrade (including software,project engineering and design, and project management), and then downgrade to a"Gold" support service plan during the off years; and, WHEREAS, this rotation of support service plans saves the Power Plant approximately $30,000 annually; and, WHEREAS,on March 22,2022,the City Council awarded a contract for the support service plan for the Power Plant SCADA system to OSI, for a term of four years and the four-year contract provides for Diamond level support in FY 2022/23;and, WHEREAS,in addition to obtaining the higher"Diamond"level support this year,there are other items associated with the software upgrade that need to be performed at an additional cost;and, WHEREAS, since the Diamond level service is already under contract for this year, this action is to authorize the additional items only in the amount of$64,610: 1. Third-parry software patch assistance 2. Factory Acceptance Testing 3. Purchase of Security Hardware 4. OSI Travel Expenses WHEREAS, staff requested that the City Council waive the City's Purchasing Policies requiring formal competitive bids, and award the additional work to Open Systems International, Inc., of Medina, Minnesota, in the amount of$64,610. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Ames, Iowa, that the waiver of the City's Purchasing Policies and Procedure requirement for formal bidding procedure and awarding the additional software upgrade support to Open Systems International Inc., from Medina, Minnesota, in the amount of$64,610 is hereby approved. ADOPTED THIS 9t' day of August, 2022. Rene Hall, City Clerk John A. Haila, Mayor Introduced by: Rollins Seconded by: Junck Voting aye: Betcher, Corrieri, Gartin, Junck, Rollins Voting nay: None Absent: Beatty-Hansen Resolution declared adopted and signed by the Mayor this 9th day of August, 2022.