AGENDA INFORMATION SHEET
DEPARTMENT: Materials Management
ACM: Bryan Langley
AGENDA DATE: September 20, 2016
SUBJECT
Title
Consider adoption of an ordinance accepting competitive proposals and awarding a contract for Load Profiler Web-Based Services for the City of Denton; providing for the expenditure of funds therefor; and providing an effective date (RFP 6067-awarded to Picotera Systems, LLC in the three (3) year not-to-exceed amount of $225,000). The Public Utilities Board recommends approval (7-0).
Body
RFP INFORMATION
This Request for Proposals (RFP) will provide an Online Customer Service Dashboard to Denton Municipal Electric’s customers. This will allow Denton Municipal Electric (DME) to offer its customers access to all of their electric consumption data along with tools to understand and improve their usage patterns, determine their best rate option, estimate monthly billing, and visually understand behavior changes and energy efficiency upgrade benefits.
Requests for Proposals were sent to 397 prospective suppliers. In addition, specifications were placed on the Materials Management website for prospective suppliers to download and advertised in the local newspaper. Four (4) proposals were received. The proposals were evaluated based upon published criteria including price, schedule, compliance with specifications and probable performance (Exhibit 1). Staff recommends awarding to the highest ranked vendor, Picotera Systems LLC (PicoTera), as being the best value for the City. PicoTera did not submit the lowest price but they were ranked higher on compliance with specifications. PicoTera can provide all of the required services including value true-up and eliminating duplicates-data and accounts, through a user friendly software for both DME and its customers at a fixed rate (Exhibit 2).
RECOMMENDATION
Award to Picotera Systems, LLC in the three (3) year not-to-exceed amount of $225,000.
PRINCIPAL PLACE OF BUSINESS
Picotera Systems, LLC
Austin, TX
ESTIMATED SCHEDULE OF PROJECT
This is an initial one (1) year contract with options to extend the contract for two (2) additional one (1) year periods, with all terms and conditions remaining the same.
FISCAL INFORMATION
Funding for this item is budgeted in Denton Municipal Electric Operating Fund account 600002.7710.0015.9160.
STRATEGIC PLAN RELATIONSHIP
The City of Denton’s Strategic Plan is an action-oriented road map that will help the City achieve its vision. The foundation for the plan is the five long-term Key Focus Areas (KFA): Organizational Excellence; Public Infrastructure; Economic Development; Safe, Livable, and Family-Friendly Community; and Sustainability and Environmental Stewardship. While individual items may support multiple KFAs, this specific City Council agenda item contributes most directly to the following KFA and goal:
Related Key Focus Area: Organizational Excellence
Related Goal: 2.3 Promote superior utility services and facilities
EXHIBITS
Exhibit 1: Evaluation and Ranking Sheet
Exhibit 2: Staff Memo
Exhibit 3: Public Utilities Board Draft Minutes
Exhibit 4: Ordinance
Exhibit 5: Contract
Respectfully submitted:
Chuck Springer, 349-8260
Director of Finance
For information concerning this acquisition, contact: Phil Williams at 349-8487.