Title
Recommendation to Authorize the City Manager to Execute a Five-Year Agreement with Thunderbird Communications Inc. for Supervisory Control and Data Acquisition Support Service, for a Total Cumulative Amount Not-to-Exceed $171,880.
In accordance with the California Environmental Quality Act (CEQA), this action is categorically exempt from further environmental review pursuant to CEQA Guidelines Section 15301 (Existing Facilities). (Public Works 50141600, 26441610)
Body
To: Honorable Mayor and Members of the City Council
From: Gerry Beaudin, City Manager
EXECUTIVE SUMMARY
The City of Alameda's (City) sewer and stormwater collection systems rely on a Supervisory Control and Data Acquisition (SCADA) system to remotely monitor and control the operation of more than 50 wastewater and stormwater pump stations throughout Alameda. The SCADA system provides real-time monitoring, alarm notifications, communications, and operational data that are critical to maintaining reliable pumping operations, preventing sanitary sewer overflows, and protecting public health and the environment.
Staff recommends approval of a five-year sole source agreement with Thunderbird Communications Inc. (Thunderbird), which has provided SCADA support services to the City for several decades and possesses extensive institutional knowledge of the City's unique system configuration. In addition, Thunderbird is the only authorized Motorola integrator in Northern California, and the City’s SCADA system includes a Motorola radio network. Due to the specialized nature of the system, the consultant's demonstrated performance, and the significant risks associated with transitioning these services to a new provider, staff recommends awarding the agreement on a sole source basis.
BACKGROUND
The City uses a SCADA system to monitor, control, and collect operational data from more than 50 sewer and stormwater pump stations located throughout Alameda. The system serves as a critical operational tool by providing continuous monitoring of pump station performance, transmitting alarms and notifications to operations staff, and supporting rapid response to equipment failures and emergency conditions.
Over the past several decades, the City has retained Thunderbird to provide SCADA system support, programming, troubleshooting, communications maintenance, software updates, and emergency response services. During this time, the consultant has developed extensive knowledge of the City's SCADA architecture, communication pathways, hardware configurations, historical modifications, and operational requirements.
The City's SCADA system incorporates Motorola communication equipment as a key component of the system's communications network. Thunderbird is an authorized Motorola dealer and service provider, with the specialized training, certifications, and technical resources necessary to maintain and support this equipment.
DISCUSSION
The City’s SCADA system is essential to the reliable operation of the City's wastewater and stormwater infrastructure. Failure of the system could impair staff's ability to monitor pump station operations, receive alarms, identify equipment malfunctions, and respond to emergency conditions. Such failures could increase the risk of sanitary sewer overflows, flooding, equipment damage, regulatory violations, and service disruptions.
Staff evaluated the feasibility of competitively procuring these services and determined that a sole source procurement is justified for the following reasons:
• The consultant has provided SCADA support services to the City for decades and possesses unique institutional knowledge of the City's system.
• The City's SCADA system has evolved over many years and includes customized programming, communications configurations, and field equipment installations that are not readily transferable to a new consultant.
• Significant time and expense would be required for a new consultant to acquire the knowledge necessary to effectively support the system.
• The consultant has consistently provided responsive and reliable technical support and emergency services.
• Thunderbird is the only authorized Motorola integrator in Northern California and the City’s SCADA system includes a Motorola radio network.
• Maintaining continuity of service minimizes operational risks associated with transitioning support responsibilities for critical infrastructure systems.
For these reasons, staff recommends entering into a five-year agreement with Thunderbird.
ALTERNATIVES
• Approve the recommended agreement. This is the staff recommendation because it ensures continued reliable operation and maintenance of the City's critical SCADA infrastructure.
• Direct staff to competitively procure SCADA support services. This alternative could result in increased transition costs, loss of institutional knowledge, delays in service delivery, and increased operational risk to critical wastewater and stormwater facilities.
• Decline to approve the agreement. This alternative is not recommended because City staff do not have the expertise required to maintain the entirety of the SCADA system and not having support services could impair the City's ability to effectively respond to critical system failures.
FINANCIAL IMPACT
Funds for this service are budgeted annually in the Sewer (50141600) and Storm (26441610) Maintenance operating budgets. Compensation under the agreement shall not exceed the amounts included in the table below. The amount for Fiscal Year 2026-27 was prorated for a 10 month period. The figures shown assume a 3% Consumer Price Index inflator; however, rates will be raised by the actual CPI or 3%, whichever is less:
|
Fiscal Year |
Sewer Cost (75%) |
Storm Cost (25%) |
Total Cost |
|
2026/27 |
$20,889.75 |
$6,963.25 |
$27,853 |
|
2027/28 |
$25,819.74 |
$8,606.58 |
$34,426 |
|
2028/29 |
$26,594.33 |
$8,864.78 |
$35,459 |
|
2029/30 |
$27,392.16 |
$9,130.72 |
$36,523 |
|
2030/31 |
$28,213.93 |
$9,404.64 |
$37,619 |
|
TOTAL: |
128,909.91 |
$42,969.97 |
$171,880 |
Future-year expenditures are contingent upon annual budget appropriations approved by the City Council.
MUNICIPAL CODE/POLICY DOCUMENT CROSS REFERENCE
This action is consistent with the City’s Strategic Plan priorities to enhance community safety and services and invest in City infrastructure. This action does not affect the Alameda Municipal Code. This action is subject to the Levine Act.
ENVIRONMENTAL REVIEW
In accordance with the California Environmental Quality Act (CEQA), this action is categorically exempt from further environmental review pursuant to CEQA Guidelines Section 15301 (Existing Facilities).
CLIMATE IMPACT
The City's SCADA system is critical to the reliable operation of Alameda's stormwater and wastewater infrastructure. As climate change brings more intense storm events, rising groundwater levels, and sea level rise, maintaining specialized technical support for this system helps ensure the City can effectively manage increased pumping demands, respond to emergencies, and protect public health and safety.
RECOMMENDATION
Authorize the City Manager to execute a five-year agreement with Thunderbird Communications Inc. for Supervisory Control and Data Acquisition support service, for a total cumulative amount not to exceed $171,880.
Respectfully submitted,
Erin Smith, Public Works Director
Financial Impact section reviewed,
Ross McCarthy, Finance Director
Exhibit:
1. Thunderbird Agreement