CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Approve the award of Sole Source Procurement 22-338, SmartWorks MDMS Renewal, to Harris Computer Systems for an amount not to exceed $103,099.81 and for a one-year term
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DEPARTMENT: Electric Utility
SUBMITTED BY: Brian Groth, Director
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
The Electric Utility (Utility) uses meter data management system (MDMS) software to manage smart meter data. Originally approved by the City Council in December 2010, the MDMS has been a critical piece of the Naperville Smart Grid initiative since its deployment in 2012. This year (2022), the MDMS solution is being expanded to include Water meter data to perform similar functions.
DISCUSSION:
Annual support is required for maintenance to resolve issues and to provide updates as available. Due to the evolving environment of the MDMS, the Utility requests to contract for one, one-year term from January 1, 2023 to December 31, 2023 to ensure that only the programs that are essential for peak performance are carried from year to year.
The 2023 software maintenance agreement cost ($103,099.8) is a 49% increase over 2022 ($68,871.51). This is due to the additional support required for the Water meter data import integration, Electric Vehicle Detection & Estimation modules, Electric Vehicle dashboards, and the Distributed Energy Resources dashboards, which were all added in 2022.
Staff has identified this purchase as a sole source because the SmartWorks software is the proprietary intellectual property of Harris, which is the only company capable of providing support, licensing and the services associated with the maintenance of SmartWorks software. A sole source letter from the software developer is attached.
If the SmartWorks MDMS software support provided by Harris is not renewed, staff would need to solicit a new MDMS solution which would not be in the best interest of the City due to the significant amount of work to bring on a new system. Additionally, the SmartWorks MDMS solution provides the backbone for the Electric and Water Utility’s meter data repository and is used to:
1. Provide consumption information to the City’s Utility Billing software.
2. Perform the necessary meter and transformer data analysis to operate the electric grid and water utility efficiently.
3. Populate the Empower customer portal, which provides the electric (and future water) customers access to near real-time consumption data.
4. Operate the Conservation Voltage Reduction (CVR) program providing significant supply side cost savings to the Electric Utility and its customers.
5. Perform rate studies for both the Electric and Water Utilities.
The term of the award is one-year from January 1, 2023 to December 31, 2023.
FISCAL IMPACT:
CIP#: N/A
Harris SmartWorks is expensed the Software and Hardware Maintenance accounts listed below. Each utility will pay an appropriate share, with Electric responsible for $84,588.81 and Water responsible for $18,511.00. The proposed 2023 annual budget includes funding for this expense and the requested award is within budget.
|
Account Number |
Fund Description |
Proposed Budget Amount |
|
40331300-531312 |
Electric Utilities |
$1,580,456 |
|
41101500-531312 |
Water Utilities |
$270,910 |
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