Title
A Resolution Of The City Commission Of The City Of Hollywood, Florida, Approving And Authorizing The Appropriate City Officials To Execute Amendment No. 1 With Aclara Technologies, LLC. To Upgrade The Aclara Contract To Include Mobile Programmer And DCU Maintenance, Along With Professional Services In An Annual Amount Up To $4,964.64 For Three Years, Which Includes A One Time Training Fee In An Amount Up To $5,725.00 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. The Department’s AMI System consists of a water meter with a register to record water consumption at each service location and 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’s”).
The Department’s AMI system was installed between 2009 and 2012 and consists of approximately 41,500 MTU’s, and 10 DCU’s. These DCU’s transmit consumption data to the Aclara Technologies LLC’s, (the vendor, “Aclara”) Meter Data Management System called “STAR”, which interfaces with the City’s billing system MUNIS that generates monthly billing data. The Aclara STAR Software was discontinued and not supported after June 30, 2022 thus requiring an upgrade to AclaraOne cloud-based software and this software is sold exclusively by Aclara.
On July 28, 2021, Aclara provided a proposal for installation of cloud-based AclaraOne software which includes professional services consisting of project management, coordination, AclaraOne software solution, product training and software acceptance and SaaS services for five years in an amount up to $46,137.64, which included a one-time software set-up fee in an amount up to $54,000.00.
On December 20, 2021, the Office of Procurement and Contract Compliance posted A Notice to Sole Source Number NTSS-017-22 electronically on BidSync for five business days with an expiration date of December 27, 2021 and did not receive any inquiries or comments relating to the Notice.
On February22, 2024, Aclara provided Amendment No. 1 for Aclara’s Mobile Programmer Interactive Mode Software in an annual amount up to $4,964.64 for three years, which includes a onetime OrgAdmin Training Fee in an amount up to $5,725.00
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. Such purchases in excess of $100,000 shall be approved by the City Commission.
The Director of Public Utilities and the Director of Procurement and Contract Compliance recommend that the City Commission approve the attached agreement with Aclara Technologies, LLC in an annual amount up to $4,964.64 for three years which includes a one-time training fee in an amount up to $5,725.00.
Fiscal Impact
A portion of the funding for this service is available in the FY 2024 Operating Budget in account number 442.400203.53600.552260.000000.000.000 and will be budgeted in subsequent fiscal years’ operating budgets subject to approval and adoption by City Commission.
Department of Public Utilities and Department of Information Technology staff will manage this project. No additional staff is needed as a result of this action.
Recommended for inclusion on the agenda by:
Phyllis Shaw, CGFO, Deputy Director/Finance, Department of Public Utilities
Raheem Seecharan, Director, Department of Information Technology
Vincent Morello, P.E., Director, Department of Public Utilities
Gus Zambrano, Assistant City Manager/Sustainable Development