To: Honorable Mayor and Members of Town Council
Through: David L. Corliss, Town Manager
From: Mark Marlowe, P.E., Director of Castle Rock Water
Shawn Griffith, Assistant Director of Operations
Nicolas Van Kooten P.E., SCADA Superintendent
Title
Resolution Waiving the Formal Written Bidding Requirement on the Basis of Sole Source and Approving a Services Agreement with Burns & McDonnell Engineering Company, Inc. [1282 Castle Oaks Dr., Castle Rock CO 80104]
Body
________________________________________________________________________________
Executive Summary
Castle Rock Water (CRW) staff requests Town Manager approval for a services agreement with Burns & McDonnell Engineering Company, Inc. (B&McD) for oversight of the implementation of Phase V -Ray Waterman and its associated remote sites, of the Supervisory Control and Data Acquisition Master Plan (SCADA MP) project, for the not to exceed amount of $234,495, (see Attachment A) with a 5% Town managed contingency of $11,725, for a total authorization request of $246,220. This agreement will run through July 31, 2028, which is the anticipated SCADA Master Plan Phase V oversight project completion.
The SCADA system is crucial to the security and efficient operation of CRW's water and wastewater facilities. In 2019, the SCADA MP was completed to assess the system and develop a plan for its upgrade, maintenance, and operation. Town Council approved the SCADA MP on December 17, 2019, which identified approximately $12 million in expenditures over seven years.
In late 2023, the SCADA MP implementation cost was reviewed and updated, revealing a 26% increase in equipment and implementation costs since 2019. Additionally, the update included newly identified work not previously covered in the 2019 scope. As a result, the revised estimated cost for full implementation of the plan over a modified ten-year implementation schedule was updated to approximately $24.1 million.
SCADA MP costs from 2021-2023 totaled $4,804,556, which included cybersecurity system segregation, Backhaul radio communications ring, SCADA System server, software, and equipment upgrades. In 2024 through 2025, the SCADA MP Phase IV Miller Water Treatment Plant (WTP) project was designed and implemented.
The table below shows the total approved expenditures to date on the SCADA MP by vendor, as well as the impact of anticipated approvals for the Ray Waterman project:
Remaining estimated costs for full implementation of the SCADA MP include Meadows Water Treatment Plant - Phase VI and its remote sites, currently anticipated to cost on the order of $6.5 million, this figure is included in the chart’s Pending Projects cost estimate.
Budget Impact
Funds have been budgeted each year, through 2029, for the Master Plan Implementation. Funds for this project will be taken from the Water, Water Resources, and Wastewater capital implementation plan (CIP) SCADA System Improvements line items with phased expenditures per year, as follows:
|
Fund Name |
Account Number |
Cost |
2025 Balance |
2026 Balance |
2027 Balance |
2028 Balance |
|
Water |
210-4275-442.75-41 |
$123,110 |
$5,165,123 |
$2,162,770 |
$2,162,770 |
$2,162,770 |
|
Water Resources |
211-4375-443.75-41 |
$61,555 |
$519,024 |
$1,081,385 |
$1,081,385 |
$1,081,385 |
|
Wastewater |
213-4575-445.75-41 |
$61,555 |
$1,999,233 |
$1,081,385 |
$1,081,385 |
$1,081,385 |
|
Total |
|
$246,220 |
$7,683,380 |
$4,325,540 |
$4,325,540 |
$4,325,540 |
Staff Recommendation
Staff recommends a services agreement with B&McD for oversight of the implementation of Phase V -Ray Waterman of the SCADA MP project, for the not-to-exceed amount of $246,220.
Proposed Motion
“I move to approve the Resolution as introduced by title.”
Alternative Motions
“I move to approve the resolution as introduced by title, with the following conditions: (list conditions).
“I move to continue this item to the Town Council meeting on _____ date to allow additional time to (list information needed).”
Attachments
Staff Report
Attachment A: Resolution
Exhibit 1: Agreement
Attachment B: Sole Source Justification