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R-1912 - 10/27/2020 - WATER - Resolutions ITEM 9.A.2 BOARD OF TRUSTEES MEETING VILLAGE OF SAMUEL E. DEAN BOARD ROOM OAK B R_ , K BUTLER GOVERNMENT CENTER oz� 1200 OAK BROOK ROAD OAK BROOK, ILLINOIS 630-368-5000 AGENDA ITEM Regular Board of Trustees Meeting of October 27, 2020 SUBJECT: A Professional Service Agreement for the 2020 Water System SCADA and Operations Rehabilitation FROM: Doug Patchin, Director of Public Works DfP BUDGET SOURCE/BUDGET IMPACT: $1,384,150 from account 451-91000, Water Distribution Improvements. RECOMMENDED MOTION: I move the Village Board award a Professional Services Agreement to Trotter and Associates,Inc.,St.Charles,Illinois in the amount of$1,384,150, and approve Resolution R-1912, subject to final attorney review. A Resolution for Professional Engineering Services related to a Design-Build services to complete the SCADA Upgrades and Water System Operations Rehabilitation. Background/History: In 2018 the Village completed a Water Master Plan. This report evaluated the existing supply sources, treatment, storage, and distribution system infrastructure. From this evaluation a number of recommendations were made for system rehabilitation and upgrades, both large-scale capital improvements as well as smaller operation and maintenance-oriented improvements. Two of the most pressing issues identified were the SCADA control system, and the system's water supply control valves. The Village's water is supplied by the DuPage Water Commission (DWC) the water is passed through flow control valves, pressure reducing valves and a number of other automated valves which allow the Village to supply water to the system in a relatively automated manner. These valves and control assemblies were installed when the Village converted from groundwater wells to DuPage Water Commission (Lake Michigan water) in 1989 and 1990. These valves have a typical life expectancy of approximately 15-20 years; however the current system is nearly 30 years old. Staff has noted that these valves exhibit leaking and increasing maintenance requirements. Most do not have redundant valves, and the failure of a valve will likely mean the temporary loss of the associated BOT AGENDA Page 1 RG DWC water supply. The 2018 Water Master Plan recommended that these valves, as well as other smaller components, be replaced in 2020 with an estimated cost of$750,000. The Village's SCADA system is capable of monitoring the current status of various water infrastructure facilities but due to the age of the software and hardware, staff's ability to operate the system remotely is limited. Typical service life of control system components including PLC's,HMI's, servers, and instrumentation is 10-15 years.Most of the Village's SCADA system significantly exceeds these traditional useful lifespans.Dated software and hardware requires that Village staff spend more time manually operating the system in the field, and limits the ability to track, document, and upgrade the system to meet current water supply needs. Recognizing these deficiencies, the Master Plan recommended upgrading SCADA software, programming and instrumentation in 2020 at an estimated cost of$500,000. The Village has requested that Trotter and Associates provide design-build services to complete the SCADA Upgrades and Water System Improvements (Operations Rehabilitation) outlined in the 2018 Water Master Plan. Professional Services would include conceptual design of all improvements, procuring the required integration, mechanical, and electrical subcontractors,project management and construction oversight to ensure the improvements are completed to the Village's expectations. Trotter and Associates will provide full Performance and Payment Bonds and all Insurances as required by the Village for the full contract amount. The SCADA hardware scope of work generally includes replacement of the existing control subpanels at each of the seven remote water facilities, including replacement of each controller and operator interface terminal (OIT/HMI). The existing single SCADA server at Public Works will be replaced with a new virtualized host and server-client architecture.The new architecture will include a new virtual host server with the following virtual servers; SCADA Server, Remote Desktop Service(RDS) &Enterprise Historian. The SCADA software scope includes replacement of the existing GE iFix SCADA software with Rockwell FTView SE software. Redevelop the SCADA graphics with more intuitive screens, using situational awareness features consistent with current industry standards. The existing alarming software will also be upgraded as part of the overhaul. The SCADA instrumentation scope includes one new magnetic flow meter, several pressure transducers and online chlorine analyzers at each of the three DWC supply sites. Installation of online chlorine analyzers will aid the Village in maintaining the regulatory residual requirements recently increased by the State to ensure continued compliance. Mechanical and electrical services will be provided to support all of the above SCADA improvements, including installation and wiring of all primary elements/instrumentation. New Cla-Val flow/pressure control valves will be installed at each of the DWC supply sites, including local controllers for each valve. Improvements at the 35th Street Pressure Adjusting Station will include both interior and exterior rehabilitation and upgrades. The existing 8-inch ductile iron discharge piping out of the station has settled at the exterior of the building, causing the interior piping to BOT AGENDA Page 2 cantilever and torque the existing interior piping. This has been temporarily mitigated through the installation of a flexible couple but will require replacement to avoid a more significant failure. The 35`" Street PAS has the ability to feed either the high- or low- pressure zones. However, as currently configured is impractical and requires manual operation. The incoming 8-inch supply from DWC will be split at the east wall and two separate zone feed loops installed within the lower level of the PAS. Both `loops' will have an 8-inch Cla-Val pressure-adjusting/flow-controlling valve, magnetic flow meter, and surge relief line. The two lines will be run through the west exterior wall and tied into the respective high- and low-pressure zones, eliminating valving and instrumentation in an exterior vault. This layout will also require relocating one existing chlorine booster pump and replacing the second to accommodate the second loop. This layout will allow for the 31` Street Booster Station to run less frequently, saving energy and maintenance costs associated with this booster station. Additionally, process piping, valves, pumps and appurtenances at the three DWC supply sites are in deteriorated condition and in need of recoating. The project includes necessary surface preparation and application of multiple coats of high-performance coatings. Below is the breakdown of fees associated with this contract. General Conditions $105,200 Contract Bonds (3%) $41,200 Project Management $36,800 Design& Resident Engineering(DRE) $51,100 SCADA Upgrades $396,150 Booster Station A Rehabilitation $65,585 Booster Station A HPIC Painting $34,850 Site A Pressure Adjusting Station Rehabilitation $72,550 Site A Pressure Adjusting Station HPIC Painting $11,250 Booster Station B Rehabilitation $118,400 Booster Station B HPIC Painting $53,850 35`" Street Pressure Adjusting Station $285,965 35th Street Pressure Adjusting Station HPIC Painting $11,250 Record Drawings &Closeout Documents $15,000 Chlorine System Re piping Allowance $60,000 Prosect Reserve Fund $25,000 Contract Total: $1,384,150.00 I have also included a recommendation memo from Trotter and Associates to explain the need for these upgrades and system rehabilitation. (See attached) Recommendation: The Village Board award a Professional Services Agreement to Trotter and Associates, Inc., St. Charles, Illinois in the amount of$1,384,150, and approve Resolution R-1912, subject to final attorney review. A Resolution for Professional Engineering Services related to a Design-Build services to complete the SCADA Upgrades and Water System Operations Rehabilitation. BOT AGENDA Page 3 THE VILLAGE OF OAK BROOK COOK AND DUPAGE COUNTIES, ILLINOIS RESOLUTION 2020-PW-WA-SCADA-R-1912 A RESOLUTION APROVING AND AUTHORIZING THE EXECUTION OF AN AGREEMENT BY AND BETWEEN THE VILLAGE OF OAK BROOK AND TROTTER AND ASSOCIATES, INC. GOPAL G. LALMALANI, Village President CHARLOTTE K. PRUSS, Village Clerk JOHN BAAR PHILIP CUEVAS MICHAEL MANZO MOIN SAIYED EDWARD TIESENGA ASIF YUSUF Village Board Published in pamphlet form by authority of the President and the Board of Trustees of the Village of Oak Brook on this the 27th day of October, 2020 RESOLUTION NO.2020-PW-WA-SCADA-R-1912 A RESOLUTION APROVING AND AUTHORIZING THE EXECUTION OF AN AGREEMENT BY AND BETWEEN THE VILLAGE OF OAK BROOK AND TROTTER AND ASSOCIATES,INC. WHEREAS,the Village of Oak Brook is a municipal corporation with authority provided for and granted pursuant to the Illinois Municipal Code to exercise certain powers and perform certain functions pertaining to its local government and affairs; WHEREAS,the Village of Oak Brook(hereinafter referred to as"Village')upon approval of the corporate authorities may enter into an Agreement with another party pursuant to Illinois Statute; WHEREAS,Trotter and Associates, Inc.(hereinafter referred to as"Engineer")provides various professional services to its various clients including but not limited to design and build of water systems and related controls; WHEREAS, the Village's SCADA system as well as the flow control valves, pressure reducing valves and a number of other automated valves have all exceeded their respective life expectancies are in need of replacement; WHEREAS,the Village recognizes that its current system is out of date and in need of replacement and further understands that the Engineer is uniquely qualified to implement the necessary upgrades in order to update the water system and its various components; WHEREAS, due to the uniquness of the water system the Village has requested that Engineer provide design-build services to complete the SCADA Upgrades and Water System Improvements as outlined in the Village's 2018 Water Master Plan;and WHEREAS,the Village of Oak Brook Corporate Authorities are of the opinion that it is in the best interests of the Village of Oak Brook to enter into the attached agreement with Trotter and Associates,Inc.for the purposes referenced herein. NOW,THEREFORE,BE IT RESOLVED by the Village President and Board of Trustees of the Village of Oak Brook,DuPage and Cook Counties,Illinois as follows: Section One—Recitals The Corporate Authorities hereby find that all of the recitals hereinbefore stated as contained in the preamble to this resolution are full,true and correct and do hereby,by reference, incorporate and make them part of this resolution as legislative findings. 2 Section Two—Approval of Agreement The Village hereby approves the Agreement substantially in the form attached hereto and made a part hereof collectively as Exhibit A. Section Three—Authorization and Direction The Village President is hereby authorized to execute, and the Village Clerk is hereby authorized to attest the Agreement,substantially in the form of such agreement attached hereto as Exhibit A,with such changes therein as shall be approved by the Village Attorney and the officials of the Village executing the same,their execution thereof to constitute exclusive evidence of their approval to any and all changes or revisions therein from and after the execution and delivery of such Agreement. Section Four-Other Actions Authorized The officers,employees and/or agents of the Village shall take all actions necessary or reasonably required to carry out and give effect to the intent of this resolution and otherwise to consummate the transactions contemplated herein, and shall take all actions necessary in conformity therewith including, without limitation, the execution and delivery of all documents required to be delivered in connection with the transaction contemplated herein. Section Five-Authorization of Expenditures The Corporate Authorities hereby authorize and direct the expenditure of all costs related to the execution of the Agreement,additionally,the Village is authorized and directed to allocate and spend all necessary funds to fulfill the requirements of the Agreement and of this Resolution. Section Six—Waiver of Bidding Process To the extent that any requirement of bidding would be applicable to the transactions contemplated hereunder,the same is hereby waived. Section Seven-Acts of Village Officials That all past,present and future acts and doings of the officials of the Village that are in conformity with the purpose and intent of this resolution are hereby, in all respects, ratified, approved,authorized and confirmed. Section Eight—Effective Date This resolution shall be in full force and effect from and after its passage, approval and publication as provided by law. Section Nine-Publication This resolution shall be published in book or pamphlet form as provided by the Illinois Municipal Code. 3 Section Ten—Conflict Clause All resolutions,parts of resolutions or board actions in conflict herewith are hereby repealed to the extent of such conflict. Section Eleven—Saving Clause If any section,paragraph,clause or provision of this resolution is declared by a court of law to be invalid or unconstitutional,the invalidity or unconstitutionality thereof shall not affect the validity of any other provisions of this resolution,which are hereby declared to be separable. Section Twelve—Recording This resolution shall be entered into the minutes and upon the journals of the Board of Trustees of the Village of Oak Brook. PASSED THIS 27th day of October,2020. Ayes: Trustees Baar,Cuevas,Manzo,Saiyed,Tiesenga,Yusuf Nays: None Absent: None APPROVED THIS 27th day of October,2020. Gopal G.Lalmalani Village President ATTEST: Charlotte K.Pruss Village Clerk 6�OF 04A, � o o ` COU N1'( .���` 4 Exhibit A Agreement 5 ASSOCIXYES,INC. ENGINEERS AND SURVEYORS Experienced Prof—i—A-Bmer Solutions Serving the Community Since 1999 October 20`h,2020 Doug Patchin Village of Oak Brook Public Works Director 3003 Jorie Boulevard Oak Brook,Illinois 60523 Re: Water System SCADA&Operations Rehabilitation Dear Mr.Patchin, In 2018 the Village completed a Water Master Plan,which was presented to the Board in January of 2019. The Master Plan established the Village's current and future water infrastructure needs,and developed an implementation plan to meet those needs. The projects identified in the Master Plan address regulatory requirements,necessary rehabilitation,and supply capacities to ensure the Village is able to maintain the consistent high level of service its customers expect. The capital projects developed within the Master Plan can generally be broken into two categories; distribution system rehabilitation (water main projects), and supply/treatment/storage rehabilitation projects.Both facets of the water system must be maintained on a consistent basis to ensure a reliable supply of safe drinking water to the Village's residents.To this end,the Master Plan identified a 10-Year Implementation Plan incorporating the community's supply,storage,treatment,and distribution needs. The first project identified by the Master Plan was a Communications Upgrade project slated for 2019, which was successfully completed and is now operational. Capital planning for 2020 included the subsequent SCADA System Upgrades project which pairs with the 2019 Communications Upgrade,as well as a Water System Control Valves Replacement Project.These two projects were combined to provide economies of scale and are the subject of the Water System SCADA & Operations Rehabilitation Professional Services Agreement currently before the Board,and summarized in this letter. The Village's existing SCADA system (hardware, software, instrumentation) is dated and requires significantly more operator attention than many communities, reducing the amount of time staff is available for maintenance and operation of the water system.The SCADA System Upgrade portion of the project includes replacement of seven control panels at remote sites,as well as replacement of the single server at Public Works with virtualized host and server-client architecture.The existing SCADA software (GE iFix)will be replaced with a more robust and advanced system utilizing Rockwell FTView SE software. All SCADA graphics and screens will be rebuilt using situational awareness features consistent with industry standards.The alarming software will also be upgraded to improve operator notifications and allow for prioritizing which alarms require operator intervention, specifically during overnight and weekend periods.Additional instrumentation,including flow meters and pressure gauges,will be installed at DuPage Water Commission Supply Sites to more accurately track flows received and flows distributed to the system.This will aid in the reduction of Non-Revenue Water(NRW)to assist the Village in meeting the Illinois DNR's Lake Michigan Water Allocation(LMO-2)requirements. 700 Geneva Parkway North,Suite B 40W201 Wasco Rd.,Suite D 38 W.Grand Ave.,Suite 300 Lake Geneva,W1 53147 SL Charles,IL 60175 Fox Lake,IL 60020 0:262.729.4350 0:630.587.0470 0:224.225.1300 Village of Oak Brook Water System SCADA&Operations Rehabilitation Page 2 of 3 The second capital project identified for fiscal year 2020 was replacement of the water system control valves.These valves were installed when the Village converted water sources from groundwater wells to the DuPage Water Commission in 1990.If well maintained,these valves typically have a service life of approximately 20 years.At more than 30 years old they have significantly exceeded their useful service life and require near-constant maintenance and repair.These valves control all flows and pressures into the Village distribution system and represent the linchpin of the water supply.Further,the existing valves are not automated and require operators to physically adjust valve settings to regulate distribution flows and pressures.This can pose an issue during non-routine events such as water main breaks or seasonal high-flow periods. The scope of the Water System SCADA&Operations Rehabilitation project includes replacement of each control valve with a modern,automated version.This will allow staff to make real-time adjustments to water supply into the distribution system,providing greater flexibility and control.Additionally,the piping assembly at the 35th Street Pressure Adjusting Station(south DWC supply point)is being reconfigured to allow incoming flows to be directed into both the high-and low-elevation zones simultaneously.This improvement serves multiple purposes.The Village will have the ability to flow into the high-pressure zone, reducing the amount of time that the 31`t Booster Station is required to run, reducing energy consumption and wear on the pumps,valves,and gear at this booster station.Additionally,supplementing both pressure zones with the southern supply provides low water age flows into the system,reducing concerns of chlorine residual loss and customer complaints associated with'older'water(taste and odor issues).Finally,the scope of the project includes surface preparation and coating of process piping at the Village's three water supply sites.The coatings on the existing piping have begun to fail and led to steel corrosion and scaling.The piping is in adequate condition for preparation and recoating,however if this is not completed,continued corrosion will likely require that the process piping be replaced. The Village selected the scope of the Water System SCADA& Operations Rehabilitation project to prioritize regulatory compliance, ensure continued operation through rehabilitation, and improve operational efficiencies: Regulatory Compliance ➢ Improved metering reduces non-revenue water in compliance with Illinois DNR's LMO-2. ➢ Replacement of chlorine booster pumps to meet Illinois EPA increased residual requirements. ➢ Modernization ofSCADA and automation consistent with US EPA's Risk and Resilience Assessment and Emergency Response Plan(R&RA/ERP),which the Village is required to complete in 2021. Rehabilitation ➢ Replaces aging,out-of-date,and failing equipment and instrumentation. Upgrading automation at 35th Street to improve water quality in high and low zones. ➢ Includes preparation and recoating of process piping to extend service life without replacement. Improved Efficiencies ➢ Upgrades to 351h Street Station reduces pumping required by 31"Street Booster Station(reducing energy consumption and equipment wear). Increased automation reduces routine on-site adjustments needed,allowing for staff to perform additional maintenance and more effective operation. 700 Geneva Parkway North,Suite B 40W201 Wasco Rd.,Suite D 38 W.Grand Ave.,Suite 300 Lake Geneva,Wl 53147 St.Charles,IL 60175 Foz Lake,IL 60020 0:262.729.4350 0:630.587.0470 0:224.225.1300 Village of Oak Brook Water System SCADA&Operations Rehabilitation Page 3 of 3 The Implementation Plan outlined in the 2018 Water Master Plan identified the SCADA Upgrades project at $500,000 and the Control Valve Replacement project at $750,000 in 2018 dollars, or a $1.33M combined project in 2020 dollars. The Water System SCADA & Operations Rehabilitation project accomplishes the scope identified in the Master Plan for these two projects, while also including reconfiguration of the 35th Street Station,and re-coating of process piping at each supply site. If you should have any questions regarding the scope of the improvements or require any additional information,please do not hesitate to reach out. Sincerely, Trotter and Associates,Inc. A/`S 116�ert Scott Trotter,P.E.,BCE President 700 Geneva Parkway North,Suite B 40W201 Wasco Rd.,Suite D 38 W.Grand Ave.,Suite 300 Lake Geneva,WI 53147 St.Charles,IL 60175 Fox Lake,IL 60020 0:262.729.4350 0:630.587.0470 0:224.225.1300 REVIEW OF CONTRACTS Awarding Agency: pe of Contract: fil ==:4B; Departmentram/Account Number: A arded Contract Price: eted Amount: J- F-� Under$20,000 F-1 $500,001-$1,000,000 $20,000 $500,000 Ix Over$1,000,000 L 'D 512 Uno4,t4,ons r1l,1)',b�l► � (e-�lu✓\ Name: Date: M I Name: Date: 1 207P Name: uta / Date: 10-19-20 Name: Date: 0 �0 0 Three (3)Originals signed by other party Date/Initials [� Original provided to staff member for other party Date/lnitials t [] Original provided to Official Files Date/Initials Village of Oak Brook I Approved by Board of Trustees Date/Initials: