AGENDA INFORMATION SHEET
DEPARTMENT: Materials Management
ACM: Bryan Langley
AGENDA DATE: October 18, 2016
SUBJECT
Title
Consider adoption of an ordinance of the City of Denton, Texas providing for, authorizing, and approving three (3) year software maintenance for continued vendor support of the Denton Municipal Electric (DME) ArcFM Solution and associated software modules along with new hardware and software upgrades, 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 5770 awarded to Telvent USA, LLC for a three (3) year not-to-exceed amount of $129,401).
Body
FILE INFORMATION
Denton Municipal Electric (DME) must maintain a master repository of records and maps for the installed electric system equipment. A geographic information/facilities management system (referred to as “GIS”) was the method chosen by the City of Denton twenty years ago. GIS software assists utilities by increasing productivity, and improving services through effective management of spatial data. ArcFM is based on the industry-leading Esri ArcGIS platform, consists of a family of configurable models and a set of sophisticated tools designed to provide a highly efficient asset management solution for DME.
The ArcFM electric GIS tool allows DME the capability to run database queries on the transmission and distribution electric systems infrastructure, fiber communications infrastructure, and create engineering and operations maps. The electric GIS has become a core product for DME and is now used to provide GIS data that assists with financial fixed asset accounting, budget preparations, and presentations requiring governing board approvals, distribution engineering analysis, and outage management tracking and reporting.
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 in the city limits that could provide software maintenance for this application.
Telvent USA, LLC is the sole-source vendor for maintenance for the ArcFM Solutions Software systems and associated software modules. They are a wholly owned subsidiary of Schneider Electric Holdings, Inc, operating under the Schneider Electric brand but maintain the legal name of Telvent USA, LLC (Exhibit 2). Section 252.022 of the Local Government Code provides that procurement of items that are only available from one source, do not have to be competitively bid.
RECOMMENDATION
Staff recommends awarding to Telvent USA, LLC for new servers, software and associated modules maintenance in the three (3) year not-to-exceed amount of $129,401.
PRINCIPAL PLACE OF BUSINESS
Telvent USA, LLC
Fort Collins, CO 80528
ESTIMATED SCHEDULE OF PROJECT
December 16, 2016 through December 15, 2019.
FISCAL INFORMATION
Funding is budgeted in Electric Operating Fund for the annual maintenance and associated purchases.
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: 1.5 Utilize technology to enhance efficiency and productivity
EXHIBITS
Exhibit 1: Quote
Exhibit 2: Vendor Sole Source/Ownership Letters
Exhibit 3: Staff Sole Source Memo
Exhibit 4: Ordinance
Respectfully submitted:
Chuck Springer, 349-8260
Director of Finance
For information concerning this acquisition, contact: Melissa Kraft at 349-7823.