TO: Indian River County Board of County Commissioners
THROUGH: John A. Titkanich, Jr, County Administrator
Sean C. Lieske, Director of Utility Services
FROM: Howard G. Richards, PE, Manager - Capital Projects
DATE: April 16, 2025
SUBJECT: Work Order No.2 for Arcadis, U.S., Inc. for Consulting and Support Services for the Department of Utility Services Computerized Maintenance Management System, IRCDUS Project ID: 00.23.541
__________________________________________________________________
BACKGROUND
Indian River County Department of Utility Services (IRCDUS) provides drinking water, wastewater, and reuse water services to major portions of the County. Altogether, water and sewer services include over 50,000 accounts, serving a population of over 110,000 across an Urban Service Area (USA) of 96.44 square miles. An overview of the IRCDUS facilities and infrastructure are as follows:
Drinking Water:
Sixteen (16) source water wells with a combined annual average Consumptive Use Permit (CUP) of 16.228 million gallons per day (MGD), two (2) water treatment plants (WTPs) with a combined annual average daily flow (AADF) of 11.1 MGD, two (2) high-service pump stations, two (2) repump stations, two (2) elevated, and six (6) ground storage tanks totaling thirteen (13) million gallons (MG) of finished water storage, two (2) facilities for the treatment of demineralized concentrate, and over nine-hundred (900) miles of distribution pipeline ranging 4- to 42-inch in diameter.
Wastewater:
Four (4) regional wastewater treatment facilities (WWTFs) with combined permitted AADF of 12.017 MGD, approximately five-hundred and twenty-nine (529) miles of sanitary sewers (i.e., gravity, force, and vacuum mains), over seven-thousand (7,000) manholes, four-hundred and seventeen (417) lift stations, and one (1) vacuum station fed by two-hundred and forty-nine (249) vacuum collection chambers. Treated effluent (reclaim water) for the WWTFs are disposed of by a combination of wetlands, rapid infiltration basins (RIBs), and golf course irrigation reuse.
A common Residuals Dewatering Facility (RDF) treats sludge from the regional WWTFs, along with grease, septage, and waste from recreational vehicles from throughout the County. The RDF has a permitted AADF capacity of 229,000 gallons per day (gpd) influent, and averages 67,000 gpd.
Reuse:
Provides irrigation primarily for golf courses, comprising forty-six (46) miles of pipeline, a three (3) million-gallon storage tank, and supply pumps.
As can be gleaned from the above descriptions; IRCDUS employs a vast array of assets (estimated to be in the hundreds of thousands) that requires Enterprise Asset Management (EAM) comprising an integrated set of practices and processes to optimally and sustainably maintain asset performance to deliver target levels of service (LOS) while minimizing the lifecycle costs at acceptable levels of risk. Doing so requires a fully functioning Computerized Maintenance Management System (CMMS) to enable work orders, data and information management for the assets. The Department currently uses the SEMS CMMS system, which is no longer supported by the vendor.
On May 19, 2020, the Indian River County Board of County Commissioners (BCC) approved Work Order No. 2 (WO 2) to Arcadis pursuant to the Agreement for Professional Services entered into on October 17, 2017. Under WO 2, Arcadis develop functional and technical specifications for the procurement of a replacement CMMS.
On May 16, 2023, the BCC approved the OpenGov Cartegraph Asset Management software and implementation services for the replacement of the current SEMS software. Shortly after, IRCDUS commenced the CMMS Upgrade project, Project ID: 00.23.541. During the initial stage of implementation, it was discovered that additional requirements’ planning is required for business processes, workflows, asset configuration, data, and information management. Based on discussions with OpenGov, the additional planning will require revisions to the software modules and services that were initially approved by the BCC.
ANALYSIS
To help ensure the aforementioned additional planning meets IRCDUS long-term goals for Asset Management, at staff’s request, Arcadis provided the attached WO 2 pursuant to Continuing Contract Agreement, dated May 2, 2023, for a not-to-exceed total budget of $275,559.87. Under this new WO 2, Arcadis will provide consulting services to update the functional and technical requirements, and develop an implementation plan while providing additional oversight and subject matter expertise for the implementation of a fully functional CMMS.
BUDGETARY IMPACT
Funds, in the amount of $275,559.87 ($120,000 in FY 24/25 & $155,559.87 in FY 25/26), for this project are derived from the Utilities/Gen & Eng/Other Prof /Computerized Maintenance Supp account, number 47123536-033190-23541, in the Utilities operating fund. The Utilities operating fund budget is derived from water and sewer revenues.
|
Account Name |
Account Number |
Amount |
|
Utilities/Gen & Eng/Other Prof/Computerized Maintenance Supp |
47123536-033190-23541 |
$275,559.87 |
PREVIOUS BOARD ACTIONS
• On May 19, 2020, approved Work Order No.2 (WO 2) to Arcadis pursuant to Agreement for Professional Services entered into on October 17, 2017.
• On May 16, 2023, approved OpenGov Cartegraph Asset Management software and implementation services for the replacement of the current SEMS software.
POTENTIAL FUTURE BOARD ACTIONS
• Approval of CMMS software modules and implementation services.
• Amendment to Arcadis WO 2 (2023) for additional CMMS implementation support services.
STRATEGIC PLAN ALIGNMENT
Infrastructure: Planning, constructing, managing, and maintaining critical public infrastructure in response to our current needs, future demands, and the expectations of our community; embracing innovation, technology, and resiliency.
OTHER PLAN ALIGNMENT
None Noted.
STAFF RECOMMENDATION
Recommended Action
Staff recommends that the Indian River County Board of County Commissioners approve Work Order No. 2 to Arcadis, U.S., Inc. for Consulting and Support Services for the Department of Utility Services Computerized Maintenance Management System for a not-to-exceed total budget of $275,559.87 and authorize the Chair to execute the same. So long as there are no changes in the dollar amount under the work order and upon adequate completion of the services set forth in the work order, staff is directed to make final payment to Arcadis, U.S., Inc.