CC 2013-08-27_08.k. Purchase of SCADA System RadiosMEMORANDUM
TO: CITY COUNCIL
FROM: GEOFF ENGLISH, DIRECTOR OF PUBLIC WORKS_fi[_
BY: SHANE TAYLOR, PUBLIC WORKS SUPERVISOR -UTIJ_ITIES
SUBJECT: CONSIDERATION TO APPROVE THE PURCHASE OF NEW SCADA
SYSTEM RADIOS
DATE: . AUGUST 13, 2013
RECOMMENDATION:
Authorize the purchase of eighteen (18) SCADA (Supervisory Control and Data
Acquisition) System radios/modems from Teledesign Systems, Inc. in the amo.unt of
$20,298.18.
IMPACT ON FINANCIAL AND PERSONNEL RESOURCES:
A total of $41,400 is allocated in the FY 2013/14 Capital Improvement Program. Project
title is SCADA Radio Upgrade -Project A-2. The project will be administered by the
Public Works Department. Approximately 40 staff hours will be required to complete the
project.
BACKGROUND:
The City Council adopted the 2012 Wastewater and Water System Master Plan Update
on January 22, 2013. The plans included a Capital Improvement Program.
The SCADA Radio Upgrade Project will replace all existing radio/modems in our
SCADA System. SCADA is an acronym for Supervisory Control and Data Acquisition
and generally refers to a computer aided communication system using radio
frequencies that allow for remote monitoring and controlling of electronic equipment.
The existing radios are near their useful live (15 years) and are no longer supported by
the manufacturer for spare parts and/or replacement units. More importantly, there is a
Federal Communication Commission (FCC) deadline to migrate to narrower
bandwidths. "Narrow-banding" refers to a requirement by the FCC that on or before
January 1, 2013 all existing licensees on the Ultra High Frequency (UHF) ( 421-512 MHz
-Megahertz) spectrum implement equipment designed to operate on channel
bandwidths of 12.5 kHz (kilohertz) or less or that meets a specific efficiency standard.
Licensees will need to convert or replace their existing UHF wideband 25 kHz systems.
Item 8.k. - Page 1
CITY COUNCIL
CONSIDERATION TO APPROVE THE PURCHASE OF NEW SCADA SYSTEM
RADIOS
AUGUST 13, 2013
PAGE2
The City radios are 25 kHz; hence need to be replaced. Ultimately the FCC may narrow
the operational range to bandwidths of 6.25 kHz but no such deadline has been set for
this second phase of narrow-banding.
ANALYSIS OF ISSUES:
It is recommended that the City replace the legacy radios with newer units that meet the
ultimate 6.25 kHz bandwidth. The City radio system has reliable radio paths utilizing
licensed radios. The radio paths, since proven, are not recommended for change. The
majority of the existing licensed radios are Teledesign model TSl9600. While the
Teledesign TSl9600 radios are functional, they are no longer supported by Teledesign,
nor support the ultimate 6.25 kHz narrow-banding FCC requirements. The radio
communication equipment should be planned for system wide replacement. The City
radio system utilizes licensed frequencies, 453.81250 MHz I 458.81250 MHz. There
are numerous advantages with remaining with licensed radios and the current path
alignment: as proven radio path performance, reuse of existing infrastructures (poles,
antennas), reduction of interference and/or noise associated with spread spectrum
unlicensed radios.
Radio communication is the crucial component of the SCADA system. New radios will
offer greater functionality and configurable modes, enhanced security and even multiple
communication network technologies. In addition, the proposed replacement radios
were specified by our SCADA System consultant, Autosys, Inc. It was determined by
staff that direct purchase of the radios would reduce the cost of the project.
A Contractor Services Agreement will be executed by the City Manager with Autosys,
Inc. for installation, programming and integration into the SCADA system. The estimate
of total project cost in the master plan was $98,600. The current budget is $41,400 to
complete the proposed project using the direct purchase approach.
ALTERNATIVES:
The following alternatives are provided for the Council's consideration:
1) Approve and authorize the purchase of the radio/modems; or
2) Do not approve the direct purchase and provide direction to staff.
ADVANTAGES:
Purchase of the new radios will ensure operational reliability of our SCADA system.
New radios will provide greater functionality and security and meet new FCC
regulations.
DISADVANTAGES:
Due to new FCC regulations, there are no alternatives to upgrading the system.
Item 8.k. - Page 2
CITY COUNCIL
CONSIDERATION TO APPROVE THE PURCHASE OF NEW SCADA SYSTEM
RADIOS
AUGUST 13, 2013
PAGE3
ENVIRONMENTAL REVIEW:
No environmental review is required for this item.
PUBLIC NOTIFICATION AND COMMENTS:
The Agenda was posted in front of City Hall on Thursday, August 8, 2013. The Agenda
and staff report were posted on the City's website on Friday, August 9, 2013.
Attachment:
1. Quotation Evaluation Summary
Item 8.k. - Page 3
ATTACHMENT 1
CITY OF ARROYO GRANDE
QUOTATION EVALUATION SUMMARY
DATE PREPARED: 7/16/13 DEPARTMENT: Public Works
PREPARED BY: Shane Taylor SUPPLIER'S NAME SUPPLIER'S NAME SUPPLIER'S NAME
xD WRITIEN QUOTATIONS VENDOR: Teledesign systems Sage Designs Stevens systems
D VERBAL/TELEPHONE QUOTATIONS TELEPHONE: 408-941-1808 888-ask-sage 503-445-8000
QUOTED BY: B. Delevaux K. Vandeveer F. Holloway
ITEM# DESCRIPTION QUANTITY UNIT UNIT TOTAL UNIT TOTAL UNIT TOTAL
PRICE PRICE PRICE PRICE PRICE PRICE
1 TS4000A05E45SBR radio modem, 5 watts. standard 18 ea 1035.00 18630.00 1173.00 21114.00 2280.00 41040.00
(',..,,.. Riil<'. 44n-476MH7
' . :
Freight/insurance 177.78 197.50 35.00
Tax 1490.40 Tax 1704.92 Tax 3283.20
TOTAL QUOTATION 20298.18 23016.42 44358:20 -
CASH DISCOUNT TERMS
F.O.B.
DELIVERY TIME FROM RECEIPT OF ORDER 2-3 weeks 2-3 weeks
Policy#: C-001/002
Item 8.k. - Page 4