HomeMy WebLinkAbout5/20/2015 - STAFF REPORTS - 2.K. F A L M Spy
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DATE: May 6, 2015 Consent Calendar
SUBJECT: APPROVE COOPERATIVE PURCHASE OF UTILITY TRAC ONLINE
SOFTWARE SYSTEM FOR DEPARTMENT OF MAINTENANCE AND
FACILITIES, FOR A TOTAL NOT OT EXCEED COST OF $86,000
INCLUSIVE OF ANNUAL LICENSE AND MAINTENANCE FOR 5 YEARS
FROM: David Ready, City Manager
BY: Department of Maintenance and Facilities
SUMMARY
The Department of Maintenance and Facilities is requesting City Council approval to
purchase an online utility tracking system to track, analyze and report on the City's utility
consumption and costs for electricity, water, and natural gas.
RECOMMENDATION:
1 . Approve the purchase of the Utility Trac online software system and licenses
from Facility Dude Inc., through the National Joint Powers Alliance (NJPA)
cooperative purchase agreement for a total not to exceed cost of $86,000
inclusive of the initial set-up, training, and license and maintenance fees for 5
years; and
2. Authorize the City Manager or his designee to execute all necessary documents.
STAFF ANALYSIS:
The City has approximately 675 meters that need to be monitored for various utilities,
including electric, water and natural gas. Utility Trac is a web-based energy and utility
tracking solution that tracks, audits and analyzes utility consumption and costs to
identify savings opportunities and improve energy efficiency. Energy software will
improve energy management and conservation by tracking, auditing and analyzing
utility consumption and costs while providing the ability to measure and track
greenhouse gas emissions, manage LEED programs, and stay up-to-date on ENERGY
STAR metrics and ratings. In addition, it will measure and verify the savings from the
capital projects the City has already implemented.
ITEM N0. �_
By utilizing web-based software to manage energy use, we can increase productivity,
provide accountability, better manage the budget, improve communication, provide
justification for requests and resources, increase transparency with detailed reporting
and documentation, implement better planning strategies, and improve safety and
security. There are several cities and counties that are currently utilizing the Utility Trac
software system; some include the City of Fayetteville (NC), Napa County (CA), Santa
Clara County (CA), and Town of Westport (CT).
The Procurement & Contracting Manager worked closely with the Facilities
Maintenance Department to secure the cooperative purchase quotation from Facility
Dude, Inc., for Utility Trac software through the National Joint Powers Alliance (NJPA)
and pursuant to the provisions of Section 7.01.030(8) of the Municipal Code authorizing
the use of cooperative purchase agreements, staff is recommending award of this
purchase to Facility Dude, Inc.
ENVIRONMENTAL IMPACT:
Section 15061 (b)(3) of the California Environmental Quality Act ("CEQA") Guidelines
exempts activities that are covered under the general rule that CEQA applies only to
projects that have the potential to cause significant effects on the environment. Where
it can be seen with certainty that there is no possibility the activity in question may have
a significant effect upon the environment, the activity is not subject to CEQA. The
requested action requests approval to acquire a computer software system to plan and
administer the maintenance of City facilities, which itself will not result in any new direct
physical impacts to the environment. Therefore, the requested action is considered
exempt from CEQA.
FISCAL IMPACT:
The total cost for the Utility Trac software system is estimated not to exceed $86,000
with costs identified as follows:
Year 1 (Initial Purchase): $ 24,890.67
Year 2 (License Fee): $ 24,890.67
Year 3 (License Fee): $ 11,740.40
Year 4 (License Fee): $ 11,740.40 plus CPI adjustment
Year 5 (License Fee): $ 11,740.40 plus CPI adjustment
A copy of the quote for the Utility Trac software system is included as Attachment 1.
Staff recommends that the City Council authorize the purchase at an amount not to
exceed $86,000. Sufficient funding for this purchase and ongoing maintenance and
license fees is available in the Facilities Maintenance Fund, Account No. 520-5641-
43200.
02
SUBMITTED
Prepared by:
Marcus L Fuller, MPA, P.E., P.L.S.
Assistant City Manager/City Engineer
Approved by:
David H. Ready, Esq., P
City Manager
Attachments:
1) Utility Trac Quote
2) Utility Trac Data Sheet
03
Utility Management Services
Utility cost accounting software&services • Electronic Data Interchange • Management&evaluation
April 15, 2015
Staci Kolbeck
City of Palm Springs
3200 E. Tahquitz Canyon Way
Palm Springs, CA 92262
Dear Staci,
Thank you for your interest in our utility accounting software and related services! As you requested, we
have prepared this quote for establishing a utility bill tracking and management system for the City of
Palm Springs. The proposed project will provide the City with a high quality and easy to use means of
monitoring, analyzing, and reporting utility costs and usage.
As 1 mentioned, we offer two products and below is a summary of the major differences between the two
products, some of which may be more important to the City than others:
Item The Utility Manager Pro The Energy Center
Program Type Software installed on your Entirely Web/Cloud based
network behind your firewall
Enter,track, and analyze Yes- for electric, natural gas, Yes - for electric, natural gas, water,
utility billings water, and other utility services and other utility services
Extensive reporting in Yes Yes
graphical and tabular formats,
including exporting of reports
Cost Avoidance Calculations Yes-based on single variable Yes -based on multi-variable linear
linear regression regression
15 minute interval data No Yes
Energy Star Compatibility Yes - uploading of bills Yes- maintenance of space types and
site attributes plus uploading of bills
Carbon Emissions tracking Yes Pending
Bill Auditing Yes Pending
Thank you for the opportunity to provide this price quote and your interest in our products and services.
If you need any additional information, please give me a call at 707-778-9930.
Sin
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Ken Egel, Partner
P.O. Box 577, Lagunitas, CA 94938 (415) 488-4652 -Voice or FAX
1921 Bristol St., Petaluma, CA 94954 Voice (707) 778-9930 * FAX (707) 581-2162
www.utilityaccounting.com e-mail: umsjohn@comcast.net or umsken@comcast.net
04
Utility Management Services
Utility cost accounting software&services • Electronic Data Interchange Management&evaluation
April 15, 2015
Price Quote for Utility Manager Pro Software & Services
for City of Palm Springs - Initial Project Costs
Item Description UM Pro Energy Center
Cost Cost
la Software: UM Pro includes a 5 concurrent user license. $4,995.00 $4,995.00
Energy Center includes an unlimited online user license. Both
products include the first year of technical support.
lb California Sales Tax and shipping charge: Both $0.00 $0.00
products to be delivered electronically. UM Pro manual to be
sent in PDF file; no physical media.
2 Integrated Advanced Software Modules: Four $2,350,00 $2,350.00
integrated modules: Advanced Cost Avoidance(@ $1500),
Energy Star(@ $850), Carbon Emissions (N/C), and Forecast
&Budget(N/C).
3 Initial Database Construction: UMS will construct a $6,950.00 $6,950.00
utility accounting database based on data provided by the City
or the City's vendors for approximately 675 electric, natural
gas, and water accounts/meters. Pricing assumes three year
billing history for all three services in acceptable electronic
format(XLS, XLSX, txt, but not PDF).
4 Electronic Data Interchange (EDI) for SoCal Edison $4,000.00 $4,000.00
and SoCal Gas: Setup EDI bill processing for City with
SCE and SCG to handle ongoing billings after initial database
is delivered. Send City billing data in electronic format on
regular basis (eg, once or twice a week)to be imported into
utility accounting system. Both SCE and SCG require
payment via EDI in order to provide billing data via EDT.
Pricing does not include consulting on City's AP system for
making payments via EDI.
5 Custom Import Format Programming: Program two $1,800.00 $1,800.00
"custom import formats" to allow electronic bills to be
imported into utility accounting system for translated EDI bills
(SCE & SCG) as well as water vendor bills. Water vendor
files must meet minimum file format requirements.
continued on next page
P.O. Box 577, Lagunitas, CA 94938 (415) 488-4652 -Voice or FAX
1921 Bristol St., Petaluma, CA 94954 Voice (707) 778-9930 * FAX (707) 581-2162
www.utilityaccounting.com e-mail: umsjohn@comeast.net or umsken@comeast.net
05
Item Description UM Pro Energy Center
Cost Cost
6 Custom Accounts Payable Link Programming: $4,500.00 not available
Program custom"AP Link" to export batches of billing data yet
and accounting codes to AP system in the format required by
the AP system. Price is estimated as we have not yet reviewed
the City's accounts payable specifications.
7 Utility Manager Software Training: Up to 4 hours of $1,350.00 $1,350.00
online training in two sessions. Training will include 1)key
aspects of data entry and maintenance of the database structure
and billing information as well as 2) key aspects of reports and
graphs capabilities.
8 Total Price: $25,945.00 $21,445.00
Important Notes:
This quote will be honored at the stated prices for 45 days.
Pricing includes discounts that are only available as sole source purchases.
Database Construction costs will be higher if bills are not provided in acceptable electronic format.
15 minute interval tracking in Energy Center available for additional costs.
Add$1000 to map the Energy Star module to an existing Portfolio Manager account.
The use of EDI services will require the City to sign a Service Agreement with Xebec Data Corporation of
Lafayette, CO. The Xebec Data Service Agreement includes a$75 per month subscription fee and monthly EDI
document fees of$.79 per invoice received or payment file sent via EDI. These EDI-related charges will be
directly billed to the City by Xebec Data monthly. For more information, you may contact Xebec Data at
303-368-9964. There may be additional charges from the City's bank related to EDI setup fees or transaction
fees. These charges, if any, should be determined by checking with the City's bank.
P.O. Box 577, Lagunitas, CA 94938 (415) 488-4652 -Voice or FAX
1921 Bristol St., Petaluma, CA 94954 Voice (707) 778-9930 * FAX(707) 581-2162
www.utilityaccounting.com e-mail: umsjohn@comeast.net or umsken@comcast.net
06
Utility Management Services
• Utility cost accounting software&services • Electronic Data Interchange • Management&evaluation
April 15, 2015
Price Quote for Utility Manager Pro Software & Services
for City of Palm Springs
Annual Expected Costs for Years 2 - 5
Item Description UM Pro Energy Center
Cost Cost
1 Annual Technical Support/Annual License Renewal $2,370.00 $4,995.00
• Both products include the first year of technical
support. Pricing shown applies annually for Years
2 - 5.
• UM Pro pricing assumes both Cost Avoidance
module and Energy Star module are being used by
the City; pricing is less without one or both of
these modules.
2 Annual Price in Years 2 - 5: $2,370.00 $4,995.00
P.O. Box 577, Lagunitas, CA 94938 (415) 488-4652 -Voice or FAX
1921 Bristol St., Petaluma, CA 94954 Voice (707) 778-9930 * FAX(707) 581-2162
www.utilityaccounting.com e-mail: umsjohn(c?,comcast.net or umsken(dcomcast.net
07
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4/23/2015
Pat Sweeney
City Of Palm Springs
3200 E Tahquitz Canyon Way
Palm Springs, CA 92262-6959
Dear Pat,
Thank you for your interest in UtilityTrac Plus, an affordable online tool that enables
organizations to track, analyze and report on utility consumption. FacilityDude is
dedicated to providing you best in class solutions with unlimited training and support.
Pricing for UtilityTrac is based on the total number of meters you will track.
Meters: 675
Product Term Investment
UtilityTrac First Year NJPA Pricing - $11,740.40
UtilityTrac— Quick Start First Year/One Time NJPA Pricing - $6,386.00
Fee
2 Years of Historical Data One Time Fee $6,764.27
Total Initial $24,890.67
Investment Due *inclusive of 9%
applicable sales tax and
any fees
Annual Renewal:
2nd Year: $24,890.67
• Includes 31d Year of Historical Data and Water Data Entry by FacilityDude
3rd Year: $11,740.40
4th Year: $11,740.40
5th Year: $11,740.40
08 i
*Years 4-5 are subject to change based on the relevant CPI.
*Sales Tax is based on the current 9% rate and are subject to change.
National Joint Powers Alliance (NJPA) Contract#: 113011-SDI
Terms of Service:
• Proposal has been prepared for City Of Palm Springs.
• Proposal is valid for 90 days.
• Initial Term: 12 months
• Automatic invoicing of annual fee will occur at the end of each term unless
request for non-renewal is received in writing 30 days prior to renewal date.
• Payment: Terms are net 30 days.
• Please address purchase order to: FacilityDude.com, 11000 Regency Parkway
Suite 200, Cary, NC 27518
• Training and startup assistance are available in an online format and through
telephone support as indicated on our website.
• Technical Support is available from 8am to 6pm EST. Please call (877)655-3833
for or email support o-Oacilitvdude.com for technical support.
• Subscription begins upon written acceptance of terms and conditions of the
proposal.
• Data Imports, project management, and onsite training are outside of the scope
of this proposal and are available at an additional cost.
• FacilityDude.com's Terms of Use are governed by our online terms of use
statement available at: http://facilitydude.com/privacy-terms-of-use/.
Payment and Delivery Terms:
• If within 60 days of order you are not completely satisfied, you can cancel your
service for a full refund.
• FacilityDude.com solutions are delivered for the client to access within 24 hours
of the order.
Thanks again for your interest in utilizing our web-native solutions to integrate and more
efficiently manage your operations. Please feel free to contact me with any questions at
919-674-8752 or by email at daniel.mccauley@facilitydude.com
Sincerely,
Daniel McCauley
Account Representative
Cell (919) 410-2032
Office 919-674-8752
daniel.mccauley@facilitydude.com
Fax 919-827-0693