Placement: Consent Agenda
Action Requested: Motion / Vote
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Approve Contract #20100116 Renewal #4 for the Small Utility Enterprise License Agreement for the Mapping Portion of the Utility Asset Management System.
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Submitted By: Michelle Fentress, Procurement Agent I, Procurement Management Department (PMD).
Strategic Plan Link: The City's Goal of high-quality infrastructure and facilities.
Summary Brief (Agreements/Contracts only)
1. Prepared by: Michelle Fentress, Procurement Agent I, PMD.
2. Parties: City of Port St. Lucie and Environmental Systems Research Institute (ESRI).
3. Purpose: To provide the onsite call center, field crews, administrative personnel & engineering staff a digital representation of the Utility Systems Department infrastructure on a 24/7 basis.
4. New/Renewal/Modified: Renewal #4.
5. Duration: An additional 3 years.
6. Benefits to Port St. Lucie: The Utility Systems Department periodically exchanges information with the Florida Department of Environmental Protection as it relates to data required for the National Pollutant Discharge Elimination System.
7. Cost to Port St. Lucie (Annual and Potential): $50,000 per year for the next 3 years for a total of $150,000.
Presentation Information: N/A.
Staff Recommendation: Move that the Council approve Contract #20100116 Renewal #4 and continue the agreement with Environmental Systems Research Institute (ESRI) for the next 3 years.
Alternate Recommendations:
1. Move that the Council amend the recommendation and approve Contract #20100116 Renewal #4.
2. Move that the Council not approve Contract #20100116 Renewal #4 and provide staff with direction.
Background: The Utility Systems Department has an ongoing Small Utility Enterprise License Agreement (SUELA) with Environmental Systems Research Institute (ESRI) for the mapping portion of its Computerized Asset Management System that was approved by Council on September 27, 2010. The Contract is to be renewed every 3 years. The current license term expires on September 30, 2021 which falls under the FY 2020-2021 budget year and has been budgeted for this renewal for budget year 2021-2022. This SUELA agreement specifically comes with a suite of software packages and extension plug-ins designed for the Utility Systems only, with a meter count of 50,001 to 100,000. Support and training classes are also included in this agreement. This software is used to provide Utility Systems Department staff a digital representation of the Utility infrastructure of its water and sewer mains, water meters, valves, hydrants, lift stations and grinder tanks. It also provides staff field street maps and presentation maps like the ones used in the “Microbial Source Tracking” during the retreat.
Issues/Analysis: The software is essential for continued utilization of the Utility’s computerized mapping and asset management systems (water & wastewater infrastructure inventory and management system). ESRI has provided exemplary service and is offering these services at the same rate per unit as in the previous 3-year term. ESRI substantially reduces administrative expenses, maintenance on all software deployed under this agreement and complete flexibility to deploy software products when and where needed without additional costs.
Financial Information: Funds are appropriated in the proposed FY 2021-22 budget for Utilities Operations Fund / Mapping / Repairs & Maintenance - Office Equipment (#431-1360-546200-00000).
Special Consideration: N/A.
Location of Project: N/A.
Attachments:
1. Proposal from ESRI.
NOTE: All of the listed items in the “Attachment” section above are in the custody of the City Clerk. Any item(s) not provided in City Council packets are available upon request from the City Clerk.
Internal Reference Number: #6759
Legal Sufficiency Review:
Reviewed by Ella M. Gilbert, Deputy City Attorney. Approved as to Legal form and sufficiency by James D. Stokes, City Attorney.