COUNCIL AGENDA REPORT

Transcription

1 CITY OF MODESTO COUNCIL AGENDA REPORT MEETING DATE: May 8, 2007 TO: FROM: SUBJECT: Mayor and City Council M. Wayne Padilla, Finance Director Date: April 13, 2007 CONTACT: Mark L Averell, Purchasing Manager, [email protected], RECOMMENDED COUNCIL ACTION: Adopt a resolution authorizing award of proposal and contract for the furnishing and installation of for the Public Works Environmental Services Division to EnfoTech & Consulting Inc., Lawrenceville, NJ in the approximate amount of $96,000 and authorizing the City Manager to execute the contract.. BACKGROUND: The City s National Pollution Discharge Elimination System (NPDES) permit requires tracking of industrial and other permitted customers to ensure compliance with pretreatment regulations. The current process of using a Microsoft Access database does not allow for all-inclusive compliance tracking of usage or provide for monitoring of current data. Since 2003, Public Works Environmental Services staff has used personalized spreadsheets to track compliance and a Microsoft Access database to bill industrial customers for sewer usage. In 2004, staff researched purchasing an upgrade to an existing PreWin program to be used for pretreatment; however, the upgrade did not meet the City s billing requirements. There are several software packages available on the market that could be utilized for tracking and billing and which meet the NPDES permit requirements. Staff is seeking a software program that has the following capabilities: Secure storage of sample and result data and retrieval in several formats Scheduling and tracking for all events that occur in the Industrial Pretreatment Program Tracking and automatic flagging of Violations for scheduled events Ability to store permit information for each industrial customer Automatic notification of exceeding requirements Ability to import and export data to and from other systems Automatic generation of Notices of Violations (NOV) Report capability A new pretreatment software program with the above capabilities will improve staff s ability to respond to violations and monitor industrial customers. It will also generate efficiencies and allow inspectors to spend more time in the field. REASONS FOR RECOMMENDATION: On April 25, 2006, Council approved Resolution No authorizing the Purchasing Manager to issue formal Request for Proposals (RFP s) for the furnishing and installation of Pre- Treatment Program Software for the Public Works Environmental Services Division.

2 Page 2 The Purchasing Division issued RFP No for the furnishing and installation of Pre- Treatment Program Software to seven (7) prospective proposers, posted the RFP on the City s web site, and formally advertised in the local newspaper of general circulation as required by law. On November 7, 2006, proposals were formally opened in the City Clerk s office. The following four (4) firms submitted proposals: 1. Allmax Software Inc., Kenton, OH 2. EnfoTech & Consulting Inc., Lawrenceville, NJ 3. Linko Data Systems Inc., Wheatridge, CO 4. PermitSoft, Palo Alto, CA An evaluation committee composed of staff from the Environmental Services Division and Information Technology Department assessed the responses. The Purchasing Division facilitated the evaluation process. Proposal evaluation packets were given to each committee member to individually review and score. One proposer, Allmax Software Inc. was eliminated in the initial review process and was notified of the elimination. Scripted demonstrations/ interviews were held with the remaining three (3) proposers to clarify any questions committee members had regarding their proposal submittals and also to afford the prospective proposers the opportunity to present and demonstrate their respective software. A set of reference questions were developed by the committee and then posed to each reference listed. Their respective answers were documented and provided to the evaluation committee. Following the proposer scripted demonstrations/ interviews a Best and Final Offer (BAFO) request was issued to receive clarification on committee concerns and questions. The evaluation committee rated and scored the proposals based on the following evaluation categories: Evaluation Category Possible Points References 10 Technical Requirements 35 Customer Service Support Warranty 25 Cost 30 Value Add 05 Total Possible Points 105 Points were awarded in the Cost category using an accepted practice that awards the maximum number of points to the proposer with the lowest price. Each remaining proposer received proportionately lower points determined by the percentage difference between their proposed price and the lowest proposed price. The basic software prices submitted by the proposers were: 1. Linko Data Systems $76,224

3 2. EnfoTech $95, PermitSoft $148,850 Mayor & Council Page 3 Evaluation Category Possible Points EnfoTech Linko PermitSoft Completeness of Response Pass/ Fail Pass Pass Pass References Technical Requirements Customer Service/Support and Warranty Cost Value Add Total possible points including cost: Based on being ranked highest in total evaluation criteria, the evaluation committee recommended award of proposal and contract to EnfoTech & Consulting Inc. of Lawrenceville, NJ. EXISTING POLICY / RELATIONSHIP TO THE STRATEGIC PLAN: The technical and environmental expertise requested directly supports Strategic Plan Item 1.B.1.a., Develop comprehensive water and wastewater strategy. POLICY ALTERNATIVES: The City Council could choose not to award the contract. Staff does not recommend that alternative as the current compliance tracking process is outdated and labor intensive. FISCAL IMPACTS: Funds are budgeted and made available in account number for the purchase of. INTERDEPARTMENTAL COORDINATION: The Purchasing and Environmental Compliance Divisions, and Information Technology Dept. have assisted with the drafting, coordination, and evaluation of the Pre-Treatment Software specifications and RFP responses. PUBLIC PARTICIPATION: None. COMMITTEE RECOMMENDATION: This item last went before the Economic Development Committee (EDC) at its meeting on April 4, 2006 when it authorized solicitation of proposals for the software. ENVIRONMENTAL REVIEW: None required.

4 Page 4 STEPS FOLLOWING APPROVAL: The Information Technology Department will draft an agreement for the approval and signature of the City Manager, for the furnishing and installation of for the Public Works Environmental Services Division, to EnfoTech & Consulting of Lawrenceville, NJ in the approximate amount of $96,000. The Purchasing Manager shall issue a purchase order for the purchase and installation of to EnfoTech & Consulting of Lawrenceville NJ in the approximate amount of $96,000.

5 Page 5 Prepared By: Submitted By: Attachments: A) Mark L. Averell, Purchasing Manager, [email protected] Nick Pinhey, Public Works Director John Rivera,, Regulatory Compliance Supervisor Kevin Harless, Information Technology Unit Manager M. Wayne Padilla, Finance Director, Finance Department George W. Britton, City Manager Council Resolution