TRANSMITTAL LETTER FOR BOARD MEETING OF MARCH 16, 2017
COMMITTEE ON Procurement
Mr. David St. Pierre, Executive Director
Title
Issue purchase order and enter into an agreement with Optimatics, LLC for a Platinum Utility software subscription (Contract 17-840-5C), in an amount not to exceed $435,000.00, Account 501-50000-612820, Requisition 1459686
Body
Dear Sir:
The District currently has a Platinum Utility software subscription due to expire with Optimatics, LLC (Optimatics) that was utilized on the recently completed Stormwater Master Plan Pilot Studies conducted by the Engineering Department. The Optimatics software Optimizer™ analyzes multiple project scenarios in order to arrive at an optimal project configuration. Using the proprietary Optimatics system planning and optimization decision support technology, the District and its engineering consultants will be able to complete an extensive analysis of alternatives for their respective study areas and integrate it with hydrologic and hydraulic models. The Board of Commissioners authorized the existing purchase order for the software subscription on September 3, 2015.
Based on the results derived from the above mentioned pilot studies, the Engineering Department recognizes the benefit in renewing the subscription with Optimatics for additional Stormwater Masterplans to be undertaken by the District, as well as upcoming projects such as Contract 17-838-2C, Updating and Executing Computer Models to Analyze Alternate Flood Control Measures.
The subscription allows unlimited use by the District staff and all contracted third party service firms. Optimatics normally offers one year renewal subscriptions at $175,000.00. However, they have provided a quotation for three years at $150,000.00 the first year, $145,000.00 the second year, and $140,000.00 the third year. This results in a savings of $90,000.00 over the three year period. The subscription fees are due annually. The District may discontinue the subscription in the future with no penalty. Optimatics will also provide training each year for the District staff and consultant firms and will provide ongoing support throughout the duration of the subscription.
The Multi-Project Labor Agreement is not applicable to this contract because it is primarily a furnish and deliver contract. The Diversity Section has approved waiving the Diversity goals for Minority, Women, and Small Business Enterprise participation due to Optimatics being the only source of supply for the Platinum Utility subscription and the services provided are highly specialized.
In view of the foregoing, it is recommended that the Director of Procurement and Materials Management be authorized to issue a purchase order and enter into an agreement without advertising, per Section 11.4 of the Purchasing Act, with Optimatics, LLC in an amount not to exceed $435,000.00.
Funds for the 2017 expenditure, in the amount of $150,000.00 are available in Account 501-50000-612820. The expected expenditures for 2018 in the amount of $145,000.00 and 2019 in the amount of $140,000.00 are contingent on the Board of Commissioners’ approval of the District’s budget for those years.
Requested, Catherine A. O’Connor, Director of Engineering, WSS:JK
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 March 16, 2017