Conserve Track
Date: May 23, 2016 To:
Public Utilities & Finance Committee
ManagerCe~ ~ Alan G. Hook, Water Resources Coordinator Assistant A.&.J.I.
From: Christine Chavez, Water Conservation Office
Via:
Re:
Nick Schiavo, Public Utilities Department Director /V;¥4 Rick Carpenter, Acting Water Division Director and Water Resources & Conservation Manager
Dv
r-
Request approval of the Professional Services Agreement with ConserveTrack LLC for Water Conservation & Water Bank software hosting, maintenance, upgrades and training in the amount of $67,740 plus NM Gross Receipts Tax.
Background In Fiscal Year (FY) 2015-6, the City of Santa Fe Water Division (City) hired ConserveTrack LLC to create a water conservation rebates database. The purpose of the database was to efficiently track water conservation rebates and improve management of customer rebates for water conservation efforts. ConserveTrack LLC was selected because it was an extension of ongoing work being done by the same contractor in creating and supporting the Water Bank. This software has improved the Water Conservation Office's ability to track conserved water savings thereby enabling the sale of that water for small land use development through the Water Bank. Improvements in tracking conserved water and the dedication of banked water through the City's Water Bank brings increased efficiency and greater transparency to the water allocation process. Item
The Conserve Track software requires maintenance and software hosting for FY 2016-17 for the Water Conservation Office. The Water Bank tracking software, integrated with the ConserveTrack software, will also require maintenance and software hosting plus updates. The ConserveTrack pricing for the Water Conservation Office is $42,180, not including applicable gross receipts tax (please, see Exhibit A), to include the following deliverables: • ConserveTrack software hosting, maintenance and support. • Training water conservation staff on Conserve Track software and related updates, which includes developing a data interface with the new Badger AMI database. The Water Bank software upgrades & website hosting pricing is $25,560 not including applicable gross receipts tax (please, see Exhibit B), to include the following deliverables:
Page 1
• • •
ConserveTrack LLC will provide continuing hosting, maintenance, software enhancements, training and user support for the pre-existing WaterBank database system. Integration ofWaterBank functions into the ConserveTrack software system and additional optional enhancements. Training water resources staff on WaterBank software and related updates.
Recommended Action Staff requests approval of the professional services agreement with ConserveTrack LLC in the amount of $67,740. 00 , not including applicable gross receipts tax. The contractor, Conserve Track LLC, has been approved for exempt procurement under the purchasing guidelines by Robert Rodarte, the Purchasing Director (please, see attachment 2). Funds in the amount of $42, I 80. 00 are available for the ConserveTrack software & hosting under fund 52345.530710 and funds in the amount of$25,560. 00 are available for the Water Bank software upgrades & hosting under fund 52300.530710. Attachments: 1. Professional Services Agreement with ConserveTrack LLC pricing for ConserveTrack & Water Bank software hosting, maintenance, enhancements and support. This includes: Exhibit A: FY 2016-17 ConserveTrack pricing quote. Exhibit B: FY 2016-17 Water Bank pricing quote 2. Approval of ConserveTrack LLC software for exempt procurement by Robert Rodarte, the Purchasing Director, under the purchasing guidelines. 3. ConserveTrack LLC letter of unique and proprietary software.
CC: Maya Martinez, Public Utilities Fiscal Administrator
Page 2
Date: May 20, 2016
To:
Robert Rodarte, Purchasing Director
;f7'j~'l 1'
From: Christine Chavez, Water Conservation Supervisor ~~ft Alan G. Hook, Water Resources Coordinator Assistant /1\,G .. i·L
0
Via:
Nick Schiavo, Public Utilities & Water Division Director f'..\75-A (} Rick Carpenter, Water Resources & Conservation Manager , -
Re:
Request for approval of exempt procurement for ConserveTrack LLC to provide water conservation rebates tracking software maintenance, updates, web-hosting and training; plus additional updates to the Water Bank tracking software, integration with Conserve Track software, web-hosting and training.
Background
In Fiscal Year (FY) 2015-6, the City of Santa Fe Water Division (City) hired ConserveTrack LLC to create a water conservation rebates database. The purpose of the database was to efficiently track water conservation rebates and improve management of customer rebates for water conservation efforts. ConserveTrack LLC was selected because it was an extension of ongoing work being done by the same contractor in creating and supporting the Water Bank. This software has improved the Water Conservation Office's ability to track conserved water savings thereby enabling the sale of that water for small land use development through the Waterbank. Improvements in tracking conserved water and the dedication of banked water through the City's Water Bank brings increased efficiency and greater transparency to the water allocation process. The ConserveTrack software requires maintenance and software hosting for FY 2016-17 for the Water Conservation Office. The WaterBank tracking software, integrated with the ConserveTrack software, will also require maintenance and software hosting plus updates. The ConserveTrack pricing for the Water Conservation Office is $42,180, not including applicable gross receipts tax (please, see attachment 1), to include the following deliverables: • ConserveTrack software hosting, maintenance and support. • Training water conservation staff on ConserveTrack software and related updates, which includes developing a data interface with the new Badger AMI database. The WaterBank pricing is $25,560 not including applicable gross receipts tax (please, see attachment 2), to include the following deliverables: • ConserveTrack LLC will provide continuing hosting, maintenance, software enhancements, training and user support for the pre-existing WaterBank database system. • Integration ofWaterBank functions into the ConserveTrack software system and additional optional enhancements. • Training water resources staff on WaterBank software and related updates.
The ConserveTrack software & Water Bank software are unique products that have been customized by ConserveTrack LLC for the City's usage. These software applications and the associated web hosting services with the Water Conservation Office's programs (i.e. water utility customer rebates) and the Water Bank program (i.e. tracking water right transfers for land use development) are so unique they are only available from ConserveTrack LLC. According to the City of Santa Fe Purchasing Manual, Section 18.1, part 1. the unique application, subsequent maintenance, hosting, and services that can only be provided by ConserveTrack LLC qualifies this professional services agreement to exempt procurement (please, see attachment 3). Recommended Action Staff requests approval of the exempt procurement for the professional services agreement with ConserveTrack LLC in the amount of$67,740.00, not including applicable gross receipts tax. Funds are available for the Conserve Track software for the Water Conservation Office under fund 52345.530710 and funds in the amount of are available for the Water Bank software under fund 52300.530710. In addition, Renee Martinez, ITT Director, has reviewed the two attached quotes from ConserveTrack LLC and has agreed the software is applicable to continuing services for the Water Division and has no concerns about the software interface, the website hosting or the hosting system security.
Q-
Approved
D
Disapproved odarte, Purchasing Department Director
If you have any questions, please contact Christine at 955-4219 or Alan at 955-4205. Attachments: 1. ConserveTrack LLC pricing for ConserveTrack software hosting, maintenance and support of the Water Conservation Office. 2. ConserveTrack LLC pricing for WaterBank software hosting, maintenance, update support, and integration with ConserveTrack software. 3. City of Santa Fe Purchasing Manual Section 18.1, part I. 4. 2014 ConserveTrack LLC letter concerning the proprietary nature of the ConserveTrack software system (including the integrated Water Bank software).
CC:
Maya Martinez, Public Utilities Fiscal Administrator
Page2
ConserveTrack
Public Utilities & Finance Committee
ManagerCe~ ~ Alan G. Hook, Water Resources Coordinator Assistant A.&.J.I.
From: Christine Chavez, Water Conservation Office
Via:
Re:
Nick Schiavo, Public Utilities Department Director /V;¥4 Rick Carpenter, Acting Water Division Director and Water Resources & Conservation Manager
Dv
r-
Request approval of the Professional Services Agreement with ConserveTrack LLC for Water Conservation & Water Bank software hosting, maintenance, upgrades and training in the amount of $67,740 plus NM Gross Receipts Tax.
Background In Fiscal Year (FY) 2015-6, the City of Santa Fe Water Division (City) hired ConserveTrack LLC to create a water conservation rebates database. The purpose of the database was to efficiently track water conservation rebates and improve management of customer rebates for water conservation efforts. ConserveTrack LLC was selected because it was an extension of ongoing work being done by the same contractor in creating and supporting the Water Bank. This software has improved the Water Conservation Office's ability to track conserved water savings thereby enabling the sale of that water for small land use development through the Water Bank. Improvements in tracking conserved water and the dedication of banked water through the City's Water Bank brings increased efficiency and greater transparency to the water allocation process. Item
The Conserve Track software requires maintenance and software hosting for FY 2016-17 for the Water Conservation Office. The Water Bank tracking software, integrated with the ConserveTrack software, will also require maintenance and software hosting plus updates. The ConserveTrack pricing for the Water Conservation Office is $42,180, not including applicable gross receipts tax (please, see Exhibit A), to include the following deliverables: • ConserveTrack software hosting, maintenance and support. • Training water conservation staff on Conserve Track software and related updates, which includes developing a data interface with the new Badger AMI database. The Water Bank software upgrades & website hosting pricing is $25,560 not including applicable gross receipts tax (please, see Exhibit B), to include the following deliverables:
Page 1
• • •
ConserveTrack LLC will provide continuing hosting, maintenance, software enhancements, training and user support for the pre-existing WaterBank database system. Integration ofWaterBank functions into the ConserveTrack software system and additional optional enhancements. Training water resources staff on WaterBank software and related updates.
Recommended Action Staff requests approval of the professional services agreement with ConserveTrack LLC in the amount of $67,740. 00 , not including applicable gross receipts tax. The contractor, Conserve Track LLC, has been approved for exempt procurement under the purchasing guidelines by Robert Rodarte, the Purchasing Director (please, see attachment 2). Funds in the amount of $42, I 80. 00 are available for the ConserveTrack software & hosting under fund 52345.530710 and funds in the amount of$25,560. 00 are available for the Water Bank software upgrades & hosting under fund 52300.530710. Attachments: 1. Professional Services Agreement with ConserveTrack LLC pricing for ConserveTrack & Water Bank software hosting, maintenance, enhancements and support. This includes: Exhibit A: FY 2016-17 ConserveTrack pricing quote. Exhibit B: FY 2016-17 Water Bank pricing quote 2. Approval of ConserveTrack LLC software for exempt procurement by Robert Rodarte, the Purchasing Director, under the purchasing guidelines. 3. ConserveTrack LLC letter of unique and proprietary software.
CC: Maya Martinez, Public Utilities Fiscal Administrator
Page 2
Date: May 20, 2016
To:
Robert Rodarte, Purchasing Director
;f7'j~'l 1'
From: Christine Chavez, Water Conservation Supervisor ~~ft Alan G. Hook, Water Resources Coordinator Assistant /1\,G .. i·L
0
Via:
Nick Schiavo, Public Utilities & Water Division Director f'..\75-A (} Rick Carpenter, Water Resources & Conservation Manager , -
Re:
Request for approval of exempt procurement for ConserveTrack LLC to provide water conservation rebates tracking software maintenance, updates, web-hosting and training; plus additional updates to the Water Bank tracking software, integration with Conserve Track software, web-hosting and training.
Background
In Fiscal Year (FY) 2015-6, the City of Santa Fe Water Division (City) hired ConserveTrack LLC to create a water conservation rebates database. The purpose of the database was to efficiently track water conservation rebates and improve management of customer rebates for water conservation efforts. ConserveTrack LLC was selected because it was an extension of ongoing work being done by the same contractor in creating and supporting the Water Bank. This software has improved the Water Conservation Office's ability to track conserved water savings thereby enabling the sale of that water for small land use development through the Waterbank. Improvements in tracking conserved water and the dedication of banked water through the City's Water Bank brings increased efficiency and greater transparency to the water allocation process. The ConserveTrack software requires maintenance and software hosting for FY 2016-17 for the Water Conservation Office. The WaterBank tracking software, integrated with the ConserveTrack software, will also require maintenance and software hosting plus updates. The ConserveTrack pricing for the Water Conservation Office is $42,180, not including applicable gross receipts tax (please, see attachment 1), to include the following deliverables: • ConserveTrack software hosting, maintenance and support. • Training water conservation staff on ConserveTrack software and related updates, which includes developing a data interface with the new Badger AMI database. The WaterBank pricing is $25,560 not including applicable gross receipts tax (please, see attachment 2), to include the following deliverables: • ConserveTrack LLC will provide continuing hosting, maintenance, software enhancements, training and user support for the pre-existing WaterBank database system. • Integration ofWaterBank functions into the ConserveTrack software system and additional optional enhancements. • Training water resources staff on WaterBank software and related updates.
The ConserveTrack software & Water Bank software are unique products that have been customized by ConserveTrack LLC for the City's usage. These software applications and the associated web hosting services with the Water Conservation Office's programs (i.e. water utility customer rebates) and the Water Bank program (i.e. tracking water right transfers for land use development) are so unique they are only available from ConserveTrack LLC. According to the City of Santa Fe Purchasing Manual, Section 18.1, part 1. the unique application, subsequent maintenance, hosting, and services that can only be provided by ConserveTrack LLC qualifies this professional services agreement to exempt procurement (please, see attachment 3). Recommended Action Staff requests approval of the exempt procurement for the professional services agreement with ConserveTrack LLC in the amount of$67,740.00, not including applicable gross receipts tax. Funds are available for the Conserve Track software for the Water Conservation Office under fund 52345.530710 and funds in the amount of are available for the Water Bank software under fund 52300.530710. In addition, Renee Martinez, ITT Director, has reviewed the two attached quotes from ConserveTrack LLC and has agreed the software is applicable to continuing services for the Water Division and has no concerns about the software interface, the website hosting or the hosting system security.
Q-
Approved
D
Disapproved odarte, Purchasing Department Director
If you have any questions, please contact Christine at 955-4219 or Alan at 955-4205. Attachments: 1. ConserveTrack LLC pricing for ConserveTrack software hosting, maintenance and support of the Water Conservation Office. 2. ConserveTrack LLC pricing for WaterBank software hosting, maintenance, update support, and integration with ConserveTrack software. 3. City of Santa Fe Purchasing Manual Section 18.1, part I. 4. 2014 ConserveTrack LLC letter concerning the proprietary nature of the ConserveTrack software system (including the integrated Water Bank software).
CC:
Maya Martinez, Public Utilities Fiscal Administrator
Page2
ConserveTrack
