AGENDA INFORMATION SHEET
DEPARTMENT: Materials Management
ACM: Bryan Langley
AGENDA DATE: September 16, 2014
SUBJECT
Title
Consider adoption of an ordinance of the City of Denton, Texas providing for, authorizing, and approving metering software and handheld hardware maintenance for continued vendor support and upgrade to software version 8.1 for the Meter Data Management System (MDMS) for Denton Municipal Electric Metering Department, which is available from only one source and in accordance with Chapter 252.022 of the Texas Local Government Code such purchases are exempt from the requirements of competitive bidding; and providing an effective date (File 4448 awarded to Itron, Inc. in the three (3) year not-to-exceed amount of $350,000).
Body
FILE INFORMATION
The City of Denton Municipal Electric Metering Department has been using the Itron software and handheld hardware devices since the late 1990's and the Meter Data Management System (MDMS) since 2010. This department uses the Itron handheld devices and software metering system (MVRS and MV-90) on a daily basis to read and manage meters that are manually read such as water meters and customers that opt out of the Electric Automated Metering Infrastructure (AMI) type meters. The devices are also used to pull data from ERCOT meters, and pull data from large customer meter accounts such as Peterbilt. The MDMS software manages and stores the meter data for billing AMI meters as well as interval data for reporting, analysis, and trending purposes. With the upgrade to Itron MDMS 8.1, the software will be supported on Windows 7. It is essential for the City of Denton to keep current maintenance with the software vendor in order to ensure availability of upgrades, software fixes, and access to knowledge and support resources. The Technology Services department could not identify any local vendors that could provide software maintenance for this application. Therefore, procuring this maintenance from the above vendor is the best value for the City of Denton.
Itron is the sole source vendor for continued upgrade, support and maintenance for Itron software and hardware. Section 252.022 of the Local Government Code provides that procurement of commodities and services that are exempt from competitive bidding, if over $50,000, shall be awarded by the governing body.
RECOMMENDATION
Technology Services recommends awarding to Itron, Inc. for meter software and handheld hardware maintenance and upgrade in the three (3) year not-to-exceed amount of $350,000. This includes the one-time upgrade cost for the Meter Data Management System of $99,000 plus travel and expenses, maintenance for three (3) years which is estimated to be $112,685 and a contingency amount for interfacing the handheld hardware devices with the City's meter reading software and billing system.
PRINCIPAL PLACE OF BUSINESS
Itron, Inc
Liberty Lake, WA
ESTIMATED SCHEDULE OF PROJECT
This expenditure is for the time period of October 1, 2014 through October 31, 2017.
FISCAL INFORMATION
Funding is budgeted in Technology Services operating account number 830900.6504 beginning October 1, 2014.
EXHIBITS
Exhibit 1: Quotes from Itron, Inc.
Exhibit 2: Upgrade Statement of Work
Exhibit 3: Sole Source Memo
Exhibit 4: Ordinance
Respectfully submitted:
Chuck Springer, 349-8260
Director of Finance
For information concerning this acquisition, contact: Kevin Gunn at 349-8595.