TRANSMITTAL LETTER FOR BOARD MEETING OF SEPTEMBER 3, 2015
COMMITTEE ON PROCUREMENT
Mr. David St. Pierre, Executive Director
Title
Issue purchase order to Optimatics, LLC to obtain a Platinum Utility software subscription for professional services in connection with Phase II Stormwater Master Plan pilot studies (Contracts 14-063-5C and 14-064-5C) in an amount not to exceed $40,000.00, Account 501-50000-601410
Body
Dear Sir:
Authorization is requested to issue a purchase order to Optimatics, LLC (Optimatics) to obtain a Platinum Utility software subscription for professional services in connection with Phase II Stormwater Master Plan pilot studies (Contract 14-063-5C and 14-064-5C) in an amount not to exceed $40,000.00.
The Engineering Department currently has 5 pilot studies underway to develop Stormwater Master Plans for various areas located in Cook County. One of the consultants for this work, Geosyntec, Inc. (Geosyntec) under Contract 14-261-5C, retained Optimatics as a non-PCE sub-consultant. Optimatics has developed proprietary software to analyze multiple project scenarios in order to arrive at an optimal project configuration. Under contract 14-261-5C, the District reimbursed Geosyntec $85,000.00 for its cost in acquiring a subscription from Optimatics for use of their software and expertise.
Optimatics subsequently offered to convert the existing project specific subscription with Geosyntec to a Platinum Utility Subscription with the District to allow for the other pilot study consultants to utilize the software if they desired. The additional cost to the District to convert the current subscription to a Platinum Utility Subscription, whereby all pilot study consultants could utilize Optimatics, is $40,000.00 instead of $85,000.00 for each consultant. By obtaining the Platinum Utility Subscription, the District will save $130,000.00 as the other consultants will be able to use our subscription and not have to obtain their own individual project specific subscription.
Optimatics normally offers 1-year subscriptions, but has offered to allow the subscription to run through 2016. This will effectively mean the subscription will last 24 months for the price of a one year subscription. Optimatics will also provide 3 additional days of training and will provide ongoing support throughout the duration of the projects.
Using the proprietary Optimatics system planning and optimization decision support technology, the consultants will complete an intensive analysis of alternatives for their respective study areas and integrate it with hydrologic and hydraulic models. The optimization process has been successfully implemented for major municipalities across the US and the world to significantly reduce the potential cost of implementing complex sewer and water infrastructure improvements while still ensuring service objectives are met.
The purpose of the optimization process is to determine the highest performing combination of green and gray system improvements based on the identified evaluation criteria for the least cost. The preferred alternative solutions and performance evaluation criteria identified in prior tasks provide the basis for optimizing system performance. The process performed under this task consists of optimizing green and grey infrastructure alternatives, performing a sensitivity analysis, prioritizing improvement implementation, and developing an adaptive long term planning strategy.
Inasmuch as Optimatics is the only source of supply for the Platinum Utility software subscription, said purchase order may be issued without competitive bidding pursuant to Section 11.4 of the Purchasing Act.
In view of the foregoing, it is recommended that the Director of Procurement and Materials Management be authorized to issue a order to Optimatics, LLC in an amount not to exceed of $40,000.00.
Funds are available in Account 501-50000-601410.
Requested, Catherine A. O’Connor, Director of Engineering, WSS:JPM
Recommended, Darlene A. LoCascio, Director of Procurement and Materials Management
Respectfully Submitted, Barbara J. McGowan, Chairman Committee on Procurement
Disposition of this agenda item will be documented in the official Regular Board Meeting Minutes of the Board of Commissioners for September 3, 2015