Title
A Resolution Of The City Commission Of The City Of Hollywood, Florida, Approving And Authorizing The Appropriate City Officials To Execute An Agreement With Aclara Technologies, LLC. To Upgrade To AclaraOne, Cloud-Based Meter Data Management System Software, And Provide Cloud-Based Software And Professional Services In An Estimated Amount Of $400,000.00 For Five Years, Which Includes A One Time Software Set-Up Fee In An Amount Of $54,000.00, Pursuant To Section 38.41(C)(2) Of The Procurement Code (Sole Source).
Strategic Plan Focus
Infrastructure & Facilities
Body
Staff Recommends: Approval of the attached Resolution.
Explanation:
The Department of Public Utilities (“Department”) owns, operates, and maintains an advanced metering infrastructure (“AMI”) system that records, collects, and transmits water consumption data to the Department’s billing system. Briefly, the Department’s AMI System consists of a water meter with a register to record water consumption at each service location. The water consumption data recorded by each register is collected and transmitted by a meter transmission unit (“MTU”) to a network of data collection units (“DCU”).
The Department’s AMI system was installed between 2009 and 2012 and consists of approximately 41,500 MTUs, and 10 DCUs. These DCUs transmit consumption data to the Aclara Technologies LLC, (the vendor, “Aclara”) Meter Data Management System called AclaraSTAR, which interfaces with the City’s billing system MUNIS that generates monthly billing data. The AclaraSTAR Software is being discontinued and will not be supported after June 30, 2022, thus requiring an upgrade to AclaraOne cloud-based software. The AclaraOne is sold exclusively by Aclara. The AclaraOne software platform is their latest software platform. It is a more user-friendly platform that is designed to deliver state-of-the-art analytics that will provide more overall efficiency and customer service tools.
On July 28, 2021, Aclara provided a proposal for upgrade implementation of cloud-based AclaraOne software which includes professional services, project management, coordination, AclaraOne software solution, product training and software acceptance and SaaS services for five years in an estimated amount of $400,000.00, which includes a one-time software set-up fee in an amount of $54,000.00.
On December 20, 2021, the Procurement Services Division posted A Notice to Sole Source Number NTSS-017-22 electronically on BidSync with an expiration date of December 27, 2021. The Procurement Services Division did not receive any inquiries or comments on the Notice to Sole Source Number NTSS-017-22.
Section 38.41(C)(2) of the City’s Procurement Code exempts sole-source goods, supplies, materials, equipment and services, such as unique, patented, or franchised goods, supplies, materials, equipment or services from the competitive bid requirements if the Chief Procurement Officer determines after conducting a good faith review of available sources, that the particular supply or service is available from one source.
The Director of Public Utilities and the Assistant Director of Financial Services for Procurement recommend the City Commission approve and authorize the attached agreement with Aclara Technologies LLC in an estimated amount of $400,000.00.
Fiscal Impact
A portion of the funding for this Agreement is available in the FY 2022 Operating Budget account number 442.400201.53600.552260.000000.000.000 and will be budgeted in subsequent fiscal years’ operating budgets subject to approval and adoption by the City Commission.
The Department of Public Utilities and the Department of Information Technology will manage this project. No additional staff is needed as a result of this action.
Recommended for inclusion on the agenda by:
Keith Moran, Deputy Director/Finance, Department of Public Utilities
Raheem Seecharan, Director, Department of Information Technology
Vivek Galav, Director, Department of Public Utilities
Gus Zambrano, Assistant City Manager/Sustainable Development
Attachments:
• Resolution
• AclaraOne SaaS Agreement
• Notice to Sole Source Number NTSS-017-22
Alcara Certificate of Insurance