CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Approve the award of Sole Source Procurement 19-142, Telvent ArcFM Solution Software Maintenance, to Schneider Electric for an amount not to exceed $177,584.21 and for a five-year term
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DEPARTMENT: Electric Utility
SUBMITTED BY: Olga Geynisman, Deputy Director
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
ArcGIS is the core mapping software used in all City departments, but it does not contain specific functionality needed by the Electric Utility. The Telvent ArcFM Solution software acts as an extension to the City’s ArcGIS software and is used by staff throughout the Utility to view electrical network information such as electrical cable type, fiber optic cable type, overhead and underground equipment type. While the Electric Utility began using the Telvent ArcFM Solution to view and maintain its electrical equipment in 1996, it purchased an additional software license to view and edit its fiber optic network in 2011. This renewal covers both software licenses. Examples of specific Utility uses include:
• Engineers use the software to perform design engineering work.
• Electric Utility system controllers and field crews, including locators, use the software to identify Electric Utility assets in the field to reduce outage times and reduce instances of hit cables.
• Telvent’s Conduit Manager program is used to maintain the Utility’s extensive network of duct banks.
• Telvent’s Fiber Manager program is used to maintain the fiber communications network data.
DISCUSSION:
A maintenance and support agreement is required to ensure that the software functions properly and remains current with the latest data. The Electric Utility has identified this vendor as a sole source because Schneider Electric is the sole provider of the Telvent ArcFM software maintenance and support. A sole source letter from the software developer is attached.
This sole source is requested for a five-year period commencing July 1, 2019 and ending June 30, 2024. The cost will increase by 3% from the base year to the first renewal year and will increase 4% for remaining renewal years two through five. The pricing structure was evaluated by staff and the fees are comparable to other enterprise software maintenance fees.
Although there are other GIS software systems available, the Electric Utility has used this system for twenty years and has invested significant time and financial resources creating a system that is customized to its needs. If the Utility were required to contract with a new firm, the cost to duplicate the current system would be in the millions, making the project impractical at this time.
FISCAL IMPACT:
CIP #: N/A
The total requested award of $177,584.21 is for five (5) years of services. The cost for the first year is $32,557.61 and is budgeted in the Software and Hardware Maintenance account listed below. The requested award for the first year is within budget. In addition, the cost for future years will be budgeted appropriately.
|
Account Number |
Fund Description |
Total Budget Amount |
|
40331300-531312 |
Electric Utility |
$1,006,199 |