Placement: Consent Agenda
Action Requested: Motion / Vote
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Approve Increased Spending for Peace River Manasota Regional Water Supply Authority Piggyback Contract #ICESOQ2021 for General Professional Services for Water Facility Instrumentation and Control Systems with Gray Matter Systems, LLC Under City Contract #20231046.
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Submitted By: Shelby Dolan, Procurement Contracts Manager, Procurement Management Division (PMD).
Strategic Plan Link: The City's Goal of high-quality infrastructure and facilities.
Summary Brief (Agreements/Contracts only)
1. Prepared by: Shelby Dolan, Procurement Contracts Manager, PMD.
2. Parties: City of Port St. Lucie and Gray Matter Systems, LLC.
3. Purpose: To provide services that support implementation and migration of iFIX into the current Supervisory Control and Data Acquisition (SCADA) software environment.
4. New/Renewal/Modified: Modified.
5. Duration: The initial term began on July 19, 2023, through November 30, 2026, with the option to renew for two (2) one-year periods ending November 30, 2028.
6. Benefits to Port St. Lucie: This increase will ensure continued support, stability, and reliability of critical software that is essential to the Utility Systems Department (“USD”) operations.
7. Cost to Port St. Lucie (Annual and Potential): Approve an increase in annual expenditures for fiscal year 2026, estimated in the amount of $175,000, subject to budget appropriations. Future expenditures will be included in the approved budget for each fiscal year.
Presentation Information: N/A.
Staff Recommendation: Move that the Council per City Code Ordinances, Sections 35.09(b) and (c), approve the increase in annual expenditures under Contract #20231046.
Alternate Recommendations:
1. Move that the Council amend the recommendation and approve the increase in annual expenditures under Contract #20231046.
2. Move that the Council not approve the increase in annual expenditures under Contract #20231046 and provide staff with direction.
Background: The Utility Systems Department has utilized iFIX software as its SCADA solution for Water and Wastewater infrastructure for more than 20 years and is currently contracted with Gray Matter Systems, LLC for related support services. The requested expenditure increase will allow USD to configure, document, and support the migration from thick clients to a terminal services environment, including a Remote Desktop System (RDS) server for Proof-of-Concept deployment. This migration will enhance SCADA resiliency and enable USD to effectively monitor and maintain its facilities.
Based on the initial estimated expenditures, the Contract was not previously placed for Council approval. However, the increase in expected expenditures requires Council approval. Per City Code Ordinance, Section 35.09(b): “For any existing contracts previously approved by City Council, the City Manager, or his or her designee(s), shall have the discretion, power, and authority to approve increases (1) up to 25% of the original contract price or (2) $99,999.99, whichever is less, for non-construction contracts, and (1) up to 25% of the original contract price or (2) $199,999.99, whichever is less, for construction contracts. The aggregate total of any increases of a contract must stay within the thresholds of this subsection.”
The proposed increase exceeds the City Manager’s thresholds outlined in Section 35.09(b), therefore requires Council approval per Section 35.09(c): “Any charges in excess of the aforementioned amounts may be made only when authorized by the City Council.”
Issues/Analysis: Staff respectfully requests that Council approve the increase to the estimated annual expenditure to support the migration and ongoing maintenance of the iFIX SCADA software.
Financial Information: Funds are appropriated in the Utility Fund / Telemetry & Instrumentation / Other Contractual Services (#431-3390-534000-00000).
Special Consideration: N/A.
Location of Project: N/A.
Attachments:
1. City of PSL Piggyback Contract #20231046.
2. Peace River Manasota Regional Water Supply Authority Contract.
3. Price Sheet.
NOTE: All of the listed items in the “Attachment” section above are in the custody of the City Clerk. Any item(s) not provided in City Council packets are available upon request from the City Clerk.
Internal Reference Number: 26125-03.
Legal Sufficiency Review:
Reviewed by Alyssa Lunin, Senior Deputy City Attorney. Approved as to Legal form and sufficiency by Richard Berrios, City Attorney.