To: Honorable Mayor and Members of City Council
From: Joy Eldredge, Utilities Director
Prepared By: Mark Holderbein, Management Analyst II
TITLE:
Title
On-Call Control System Integrator Services Amendment No. 1 to Agreement No. C2024-781
LABEL
RECOMMENDED ACTION:
Recommendation
Adopt a resolution: (1) approving and authorizing the Utilities Director to execute, on behalf of the City, Amendment No.1 to Agreement No. C2024-781 with Advanced Integration & Controls, Inc. (AIC), for On-Call Control System Integrator Services in the increased amount of $1,100,000 for a total contract amount not to exceed $1,700,000; (2) determining that the exception for specialty items in Napa Municipal Code 2.91.050 applies to the Amendment; and (3) determining that the actions authorized by this resolution are exempt from CEQA.
Body
DISCUSSION:
The City’s Hennessey Water Treatment Plant (HTP) was commissioned 45 years ago, and the outdoor electrical motor control centers (MCCs) and control panels have significantly deteriorated over time and now require replacement. The City has already experienced a recent failure of the electrical feeders powering one of the MCCs. In addition, the electrical protection devices built into the existing equipment have degraded to the point that future failures are of concern. The replacements will improve safety for maintenance and operation work and ensure reliability of treatment plant operations. The required replacement of the MCCs and one control panel at HTP will be completed with the proposed extension of the contract time period along with the increase in the total amount of the contract.
This contract was procured through a competitive process where the City issued a Request for Proposals via OpenGov Procurement and published RFP#2024-RFP-038, on August 30, 2024, for Control System Integrator services. On October 2, 2024, the City received four proposals from qualified firms, all of whom met the minimum qualifications presented in the Request for Proposals.
A selection committee comprised of managers and subject matter experts in the Utilities Department evaluated and scored each of the submitted proposals. Each firm was evaluated based on the following criteria: proximity, general qualifications, relevant experience, project methodology and approach, proposed staffing, references; and pricing. After thorough review and deliberation, the selection committee interviewed the top two highest scoring proposals. After the interview the selection committee recommended that a contract be approved for W. M. Lyles Co., a California corporation. On December 26, 2024, City of Napa, a California charter city (“City”), W. M. Lyles Co., a California corporation, entered into an Agreement entitled On-Call Control System Integrator Services, City Agreement No. C2024-781.
On or about March 27, 2026, W.M. Lyles Co., a California corporation (Assignor) provided written notice to the City that Assignor intended to assign its rights and delegate its obligations under the Agreement to the Advanced Integration & Controls, a California corporation (Assignee), and Assignee intended to accept and assume Assignor’s rights and obligations under the terms of the Agreement. On April 13, 2026, the City, Assignor, and Assignee executed the Assignment of Agreement No. C2024-781 for On-Call Control System Integrator Services. The City is pleased with the performance of AIC who is providing services under the Agreement, and they have proven to have troubleshooting expertise the level of responsiveness required to support water operations. City staff continue to assess the Hennessey Treatment Plant and the focused efforts on the instrumentation and controls of the intake pump station revealed that the two MCCs are beyond repair and full replacement is necessary to safely keep water flowing to the treatment plant. As mentioned, fabrication, assembly, wiring, programming, and integration of the two units at a cost of $458,000 and $208,000 respectively exhaust the original contract amount. The control panel for the antiquated traveling bridge that is no longer supported by the manufacturer and integral to removing particulate matter from the sedimentation basins, the main water treatment facility process, is estimated at $233,000. Therefore, additional time and funds are required for the fabrication, installation, and commissioning of the electrical and controls equipment, and to continue services as set forth in the Scope of Services of the original Agreement.
Staff recommends that Council authorize the Utilities Director to execute Amendment No.1 to Agreement No. C2024-781 with AIC, increasing the contract amount from $600,000.00 to an amount not to exceed $1,700,000.00 and extend the contract term from June 30, 2026, through June 30, 2029. In doing so, the City Council is being asked to make findings that this is a specialty item consistent with the requirements of Napa Municipal Code 2.91.050.
FINANCIAL IMPACTS:
There are sufficient funds budgeted and available in the Water Enterprise Operating (53060116) and CIP Fund (53160138) Accounts for the services required. Task orders are assigned according to the facility.
CEQA:
City staff recommends that the City Council determine that the Recommended Action is exempt from CEQA pursuant to CEQA Guidelines Section 15301(a) (Existing Facilities) which exempts operation, repair, maintenance or minor alteration of existing public or private structures, facilities, mechanical equipment or topographic features involving no expansion of use beyond that previously existing.
DOCUMENTS ATTACHED:
ATCH 1 - Resolution
ATCH 2 - Amendment No.1 to Agreement No. C2024-781
NOTIFICATION:
None.