HomeMy WebLinkAboutPR 21403: LSPS SOLUTIONS, LLC CONTRACT FOR CONSULTING SERVICES -iJ
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www.PortArthurTx.gov
INTEROFFICE MEMORANDUM
Date: May 13, 2020
To: The Honorable Mayor and City Council
Through: Ron Burton, City Manager
From: Donald Stanton, Interim Director of Utilities
RE: P.R.No. 21403 —Enter into a contract with LSPS Solutions, LLC for Consulting
Services to Comply with the American Water Infrastructure Act of 2018.
Introduction:
The intent of this Agenda Item is to seek the City Council's approval for the City Manager to
enter into a contract with LSPS Solutions,LLC of Victoria,Texas for consulting services related
to compliance with the American Water Infrastructure Act of 2018.
On May 12, 2020, Council passed Resolution 20-132, approving the City Manager to negotiate
a contract with LSPS Solutions, LLC of Victoria,Texas. LSPS Solutions,LLC provided a quote
with a total budgetary impact is $69,757.00; funding is available in 410-1251-532.54-00,
Professional Services.
Background:
On October 23, 2018, America's Water Infrastructure Act (AWIA) was signed into law. AWIA
Section 2013 requires community (drinking) water systems serving more than 3,300 people to
develop or update risk assessments and emergency response plans(ERPs).The law specifies the
components that the risk assessments and ERPs must address, and establishes deadlines by
which water systems must certify to EPA completion of the risk assessment and ERP.
Budget Impact:
Total budgetary impact is$69,757.00; funding is available in 410-1251-532.54-00,Professional
Services.
Recommendation:
It is recommended that City Council approve the City Manager to enter into a contract with
LSPS Solutions, LLC of Victoria, Texas for consulting services related to America's Water
Infrastructure Act of 2018, as discussed and/or outline above.
"Remember,we are here to serve the Citizens of Port Arthur"
P.O.Box 1089 X Port Arthur,Texas 77641-1089 X 409.983.8101 X FAX 409.982.6743
P.R.No.21403
05/13/2020 bw
Page 1 of 2
RESOLUTION NO.
A RESOLUTION AUTHORIZING THE CITY MANAGER
TO ENTER INTO A CONTRACT BETWEEN THE CITY
OF PORT ARTHUR AND LSPS SOLUTIONS, LLC, OF
VICTORIA, TEXAS FOR CONSULTING SERVICES
RELATED TO AMERICA'S WATER INFRASTRUCTURE
ACT OF 2018 FOR A TOTAL BUDGETARY IMPACT OF
$69,757.00; FUNDING IS AVAILABLE IN 410-1251-532.54-
00, PROFESSIONAL SERVICES.
WHEREAS,on May 12, 2020,Council passed Resolution Number 20-132, approving the
City Manager to negotiate a contract with LSPS Solutions, LLC of Victoria, Texas; and,
WHEREAS, LSPS Solutions, LLC provided a quote of $69,757.00 for the services
referenced in Exhibit A; and,
WHEREAS,the City Council finds it to be in the best interest of the citizens of Port Arthur
to authorize the City Manager to enter into a contract for the providing of these services.
NOW THEREFORE,BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF PORT ARTHUR:
THAT,the facts and opinions in the preamble are true and correct; and,
THAT, the City Manager is hereby authorized and directed to enter into a contract on
behalf of the City of Port Arthur with LSPS Solutions, LLC, of Victoria, Texas for consulting
services related to America's Water Infrastructure Act of 2018 for a total budgetary impact of
$69,757.00; and,
THAT a copy of the caption of this resolution be spread upon the minutes of the City
Council.
READ,ADOPTED,AND APPROVED THIS day of ,2020 at
a Regular Meeting of the City Council of the City of Port Arthur, Texas, by the following vote:
AYES: Mayor
P. R. No. 21403
05/13/2020 bw
Page 2 of 2
Councilmembers:
NOES:
Thurman "Bill"Bartie
Mayor
ATTEST: APPROVED AS TO FORM:
Sherri Bellard Valecia Tizeno
City Secretary City Attorney
APPROVED FOR ADMINISTRATION:
Ronald Burton
City Manager
Donald Stanton
Interim Director of Utilities
APPROVED FOR ADMINISTRATION:
Kandy Daniel Clifton Williams, CPPB
Interim Director of Finance Purchasing Manager
Exhibit A
LSP-:S SoLtxtiovi,s, LLC
203 Windwood Lane
Victoria, Texas 77904
361 1212-8243
Solutions, LLC Lynn Short, President
February 13,2020
Mr. Donnie Stanton
Interim Director of Utilities
P.O. Box 1089
Port Arthur,TX 77640
Re: Proposal for Conducting a Risk and Resilience Assessment and Amending the City of Port
Arthur's Emergency Response Plan to Comply with the American Water Infrastructure Act
of 2018 Requirements
Donnie,
Thank you for agreeing to discuss the services my company can provide to help the City of Port Arthur
comply with America's Water Infrastructure Act of 2018. President Donald J. Trump signed America's
Water Infrastructure Act of 2018 into law on October 23,2018.Section 2013 of this new legislation requires
Community water systems to conduct Risk and Resilience assessments and to amend their Emergency
Response Plans to address the findings of that Risk and Resilience Assessment.This section of the new law
replaces the provisions in SDWA regarding anti-terrorism activities and instead creates requirements for
assessing risks from malevolent acts,(including terrorism),and resilience to natural hazards.
This section requires certification to EPA that the assessment was complete and due dates are phased in by
water system size as follows:
• >100,000 persons by March 31,2020;
• 50,000 to< 100,000 by December 31,2020;and
• 3,300 to<50,000 by June 30,2021.
Six months after the assessment certification, another certification is due to EPA that the Emergency
Response Plan has been updated to incorporate findings of the assessment.
Assessments are required to be reviewed every 5 years to determine whether the assessment must be
revised. Again,a certification that this review was conducted,and the assessment revised, if applicable,is
required to be submitted to EPA.
In order to help municipalities and utilities meet the requirements of this new law, LSPS Solutions, LLC
staff have reviewed the three AWWA standards developed as guidance documents for the preparation of
the Risk and Resilience Assessments and have familiarized ourselves with the ASME-ITI RAMCAP Plus
Methodology for conducting the assessments. We have also re-familiarized ourselves with the EPA's
Vulnerability Assessment Tool(VSAT)6.0 software.
Additionally, we have recently completed both the Risk and Resilience Assessment and the Emergency
Response Plan for the Brazosport Water Authority in Lake Jackson,Texas. We are also currently working
on the Assessment for the City of Victoria. We have received verbal commitments to prepare them for the
City of Rosenberg,the City of Cuero and the City of Gonzales.
Following our review and familiarization with these standardized processes and software applications,and
with the experience we have gained from the Brazosport Water Authority project,we are confident that we
can be a valuable resource for your system and that we will be able to adequately perform the Risk and
Resilience Assessment and Emergency Response Plan amendment required by the American Water
Infrastructure Act of 2018.
To that end,we are pleased to offer you the following proposal:
Proposal
Risk and Resilience Assessment
Using the ASME-ITI RAMCAP Plus Methodology for conducting the R&R Assessment, LSPS staff
proposes to conduct the assessment in an eight-step process.These steps include:
1. Asset Characterization—To determine what assets are in place and which are critical.
a. In this step,LSPS employees will inspect your facilities and photo document your system's
assets.
b. Following the initial inspection, LSPS staff will create a list of your assets and prioritize
them based on their criticality and susceptibility to attack or disruption.
2. Threat Characterization—To determine which threats and hazards should be considered.
a. In this step, LSPS staff will determine a list of possible threats for each of the prioritized
assets.
b. Once the list of possible threats is created, LSPS staff will use the EPA's VSAT 6.0
software application to assess the probability of each of the threats identified for the list of
prioritized assets.
c. LSPS staff will then schedule and conduct a review meeting with you and your staff to
ensure that all parties to the process agree with the list of prioritized assets and asset/threat
pairs developed in the first two steps of the process before moving on the subsequent steps.
3. Consequence Analysis—To determine what happens to the assets if a threat or hazard occurs, (Le.
how much money will be lost, how many lives lost or injuries result).
a. In this step, LSPS staff will determine a list of possible consequences for each of the
probable threats identified in the previous step.
www.lspssolutions.com 2 Ishort@lspssolutions.com
b. LSPS staff will then use the EPA's VSAT 6.0 software application to assign quantitative
values to the probable consequences for each of the probable threats.
4 Vulnerability Analysis — To determine what vulnerabilities exist that would allow a threat or
hazard to cause the pre-determined consequence.
a. In this step, LSPS Solutions employees will use information from the previous steps and
the VSAT software application to create a list of vulnerabilities that exist that might
contribute to a threat or hazard occurring.
b. Upon completion of this step,LSPS staff will then schedule and conduct a review meeting
with you and your staff to ensure that all parties to the process agree before moving on.
5. Threat Analysis — To determine what the likelihood of a terrorist attack or natural or
dependency/proximity hazard occurring that might result in any of the consequences identified in
the previous step.
a. In this step, LSPS Solutions employees will use information from the previous steps and
the VSAT software application to determine how likely it is that one of the threats
identified earlier in the process might actually occur and result in any of the pre-determined
consequences.
6. Risk/Resilience Assessment—To determine the Risk/Resilience scores resulting from the previous
steps in the analysis.
a. Using the equations presented in the RAMCAP methodology, LSPS staff will score the
system's risk and resilience values.
b. Upon completion of this step,LSPS staff will then schedule and conduct a review meeting
with you and your staff to ensure that all parties to the process agree before moving on.
7. Risk/Resilience Management—To determine which options exist to reduce the risks identified in
previous steps and thereby improve the resilience of the utility and to conduct a cost/benefit
analysis for each of these options.
a. In this step, LSPS Solutions employees will use information from the previous steps and
the VSAT software application to create a list of possible options that might be pursued in
order to mitigate the effects of the previously identified probable threats.
b. LSPS staff will then conduct a cost/benefit analysis for each of the options to determine if
they are worthy of further consideration.
c. Upon completion of this step, LSPS staff will then schedule and conduct a review meeting
with you and your staff to ensure that all parties to the process agree before moving on.
8. Final Report and Certification
www.Ispssolutions.com 3 Ishort@Ispssolutions.com
a. In this final step of the R&R Assessment, LSPS Solutions staff will generate a draft final
report that documents the previously conducted steps in the process and the results and
findings from each of these previous steps.
b. LSPS Solutions staff will then submit the draft final report to the City staff for review.
c. After allowing sufficient time for review, LSPS staff will schedule and conduct a final
meeting with you and your staff to review and finalize the report.
d. Following that final review meeting, LSPS staff will edit the report to adopt any revisions
identified during the final review meeting and will then finalize and print the report.
e. LSPS Solutions staff will then write the certification letter and deliver the completed report
and certification letter to you so that you can make the required submittal to the EPA in
advance of the specified deadline.
9. Additional Steps
a. Cyber-Security - To evaluate the City's network architecture and cyber-security
practices.
i. During the aforementioned steps, LSPS Solutions technicians will work with the
City's IT personnel to gather information about the IT/SCADA network(s) from
the City's IT Department and enter that information into the AWWA Cyber-
security tool to generate a list of recommended controls.
ii. LSPS Solutions employees will then schedule and conduct a conference call with
the City's Utility Department and IT Department staff to determine which of these
recommended controls have already been implemented and which of these controls
are desired.
iii. With the help of the City's IT staff, LSPS Solutions employees will then evaluate
the vulnerability and threat likelihood of the network(s)and conduct a cost/benefit
analysis for each of the remaining recommended controls to determine if they are
worthy of further consideration.
b. Monitoring Practices- To evaluate the City's water quality monitoring practices.
i. In this step, LSPS Solutions employees will review the City's monitoring plan to
determine if the current monitoring practices should be improved to reduce risk
and improve resilience.
c. Chemical Storage-To evaluate the current chemical storage practices.
i. In this step, LSPS Solutions employees will review the City's chemical storage
and handling practices to determine if the current practices should be improved to
reduce risk and improve resilience.
d. Financial Review- To evaluate the City's financial strength with regard to responding to
and recovering from a natural disaster or malevolent act.
i. In this step, LSPS Solutions employees will review the City's financial policies
and practices with regard to fund balance, insurance coverage and debt coverage
ratios to determine if the current practices should be improved to reduce risk and
improve resilience.
www.lspssolutions.com 4 Ishort@Ispssolutions.corn
Emergency Response Plan
Within six months of completing the Risk and Resilience Assessment and submitting the required
certification letter to the EPA, the utility is required to submit a second certification letter to the EPA
certifying that they have amended their emergency response plans to reflect the results of their previously
performed Risk and Resilience Assessment.
To assist you with this requirement LSPS Solutions proposes to:
• Review your current Emergency Response Plan.
• Edit the Emergency Response Plan to incorporate the results of the Risk and Resilience Assessment
results.
• Submit a draft revised Emergency Response Plan for review.
• After allowing sufficient time for review, LSPS staff will schedule and conduct a final meeting
with you and your staff to review and finalize the Emergency Response Plan.
• Following that final review meeting, LSPS staff will edit the Emergency Response Plan to adopt
any revisions identified during the final review meeting and will then finalize and print the plan.
• LSPS Solutions staff will then write the certification letter and deliver the completed Emergency
Response Plan and certification letter to you so that you can make the required submittal to the
EPA in advance of the specified deadline.
Deliverables
Upon completion of each of the major components of the project, (Risk and Resilience Assessment and
Emergency Response Plan),LSPS Solutions will deliver the following:
1. One(1)hard copy of each of the printed reports or plans in three ring binders.
2. One(1)electronic copy of the reports or plans in both Microsoft Word and.pdf format.
3. One(1)printed hard copy of the certification letter for signature and submittal to the EPA.
4. One(1)electronic copy of the certification letter in both Microsoft Word and.pdf format.
Timeline
LSPS Solutions,LLC proposes to complete the scope of work for the Risk and Resilience Assessment over
a period of eight consecutive months. Because of the deadlines for certification imposed by the law, it is
imperative that a fully executed contract be in place at least eight months prior to the first certification date.
Because of the number of systems that will be required to perform this work and the limited amount
of time available to get the work done,we are highly encouraging our clients to begin the process as
early as possible to ensure that you meet the established deadlines and thereby avoid any fines or
punitive actions.
LSPS Solutions, LLC proposes to complete the scope of work for the Emergency Response Plan over the
six-month period between the first and second certification letter deadlines.
www.Ispssolutions.com 5 !short@lspssolutions.corn
Fee
LSPS Solutions, LLC agrees to perform the above referenced services for the City of Port
Arthur for a lump sum amount of$69,757.00 in accordance with the following table:
Process Step Fee
Step 1-Asset Characterization $ 5,913.00
Step 2-Threat Characterization $ 5,526.00
Step 3-Consequence Analysis $ 3,976.00
Step 4-Vulnerability Analysis $ 7,526.00
Step 5-Threat Analysis $ 3,976.00
Step 6-Risk/Resilience Analysis $ 7.526.00
Step 7- Risk/Resilience Management $ 8,408.00
Step 8- Final Report&Certification $ 8,350.00
Emergency Response Plan $ 16,556.00
Grand Total $ 69,757.00
Terms
LSPS Solutions,LLC will invoice the City of Port Arthur during the last week of each month for the portion
of the work completed during that month. The City of Port Arthur agrees to make payment on the invoice
within 30 days of receipt of the invoice.
Upon your review of this proposal, should you have questions or concerns regarding this matter, please
contact me at 361 /212-8243. I look forward to working with you and your staff on this very important
project.
Sincerely,
Lynn Short, President
www.Ispssolutions.com 6 Ishort@Ispssolutions.corn