SR 07-11-2017 3H
Ci ty Council
Report
City Council Meeting : July 11, 2017
Agenda Item: 3.H
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To: Mayor and City Council
From: Susan Cline, Director , Public Works, Office of Sustainability & the
Environment
Subject: Approve Sixth Modification to Contract to process and track Water Neutrality
Ordinance
Recommended Action
Staff recommends that the City Council authorize the City Manager to negotiate and
execute a sixth modification to Professional Services Agreement #9980 in the amount of
$100,000 with ConserveTrack, LLC, a California -based company, to update the
ConserveTrack web -based software sy stem to process and track implementation of the
water neutrality ordinance including plan review, new water demand and off -set
calculations, water audits for selected direct installation sites, direct installations,
inspections, and off -set payments . This will result in a 1 2 -year amended agreement with
a new total amount not to exceed $279,635, with future year funding contingent on
Council budget approval.
Executive Summary
Since 2009, the City has used the ConserveTrack data management software system to
track and report on the City’s water conservation projects and programs including
rebates, audits, ordinance violations and citations. This is a sole source agreement. The
costs for ConserveTrack include the licensing, hosting, support and maintenance of the
web -based software system. This sixth modification to the agreement with
ConserveTrack LLC , in an amount of $100,000 , for a total amount not to exceed
$279,635 and to extend the agreement one additional year for a total of 1 2 years
through 2020 , is to update the software to track the implementation of the water
neutrality ordinance for use by Office of Sustainability and the Environment (OSE) and
its vendor(s). This agreement would be extended instead of re -bid because the
Information System Division is evaluating the software needs t hroughout the
organization for consolidation of services.
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Background
On February 9, 2009 , the City entered into a sole source professional services
agreement with RightThere, Inc. for the development and licensing of the
Co nserveTrack software system that allows staff to track water -efficiency projects and
programs, including rebates, direct installations, audits, outreach campaigns, violation
warnings and citations. RightThere, Inc.’s propriety software, ConserveTrack, is a web -
based database system that generates reports , which include estimated and actual
water savings for each customized water conservation program. This software system is
uploaded with water customer account information each month to keep the data up -to -
d ate.
The original agreement included two services: the development and licensing of the
ConserveTrack software and the post -development maintenance. The first modification
in 2012 increased the term of the contract for a total amount not to exceed $65,00 0 for
seven years of maintenance services and transferred the web hosting from the City to
RightThere, Inc. The second modification changed the name of the company from
RightThere, Inc., a California Corporation, to ConserveTrack, a sole proprietorship. Th e
third modification changed the name of the company from ConserveTrack, a sole
proprietorship, to ConserveTrack LLC, a limited liability corporation. Because the total
amount never exceeded $70,000 the original agreement and first through third
modificati ons did not require Council authorization. The fourth modification approved by
Council on March 18, 2014 increased the term through 2019 and a total amount not to
exceed $179,635. The fifth modification approved by Council changed specific budget
line -item s to accommodate a new module to track the water use allowance adjustments
as part of the Water Shortage Response Plan but did not change any terms of the
agreement. T he fifth modification remained at a total amount not to exceed $179,635
through 2019 .
Di scussion
Since 2009 , the ConserveTrack system , a sole -source priority software system, has
been used daily to help manage the City’s water conservation projects and programs. It
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uses water customer information uploaded from the City’s utility billing syste m. Staff
enters data and uses the system to track applicants for landscaping rebates, audits
related to the Green Business Certification Program, high water use complaint s , water
use allowance adjustments, and outreach. In the past , ConserveTrack was also used to
track compliance certificates issued for the Retrofit Upon Sale Ordinance and to track
warning letters and citations issued by OSE for violations of the water conservation,
urban runoff and leaf blower ordinances.
In addition to tracking the wat er conservation projects and programs, ConserveTrack
can generate detailed reports that include estimated and actual water savings. These
reports are used by staff to report on goals and to comply with grant reporting
requirements and bi -annual state repor ting requirements.
In order to implement the requirements of the water neutrality ordinance which took
effect July 1, 2017, the ConserveTrack system needs to be upgraded with new modules
to track data including plan review, new water demand and off -set ca lculations, water
audits for selected direct installation sites, direct installations, inspections, and off -set
payment s . The City’s vendor selected to implement this ordinance would also have
access to this system.
Staff is recommending an increase of $100,000 for services related to implementing the
water neutrality ordinance , as described above . The total amount of the contract
including the original development, licensing, web hosting and maintenance would not
exceed $279,635 over 12 years.
Informat ion System Division is evaluating the software needs throughout the
organization for consolidation of services. This type of service could potentially be bid
as part of a larger software platform that would service additional divisions within the
City.
Fi nancial Impacts & Budget Actions
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The sixth agreement modification to be awarded to ConserveTrack LLC is $100,000 for
a n amended agreement total not to exceed $279,635. Funds are available in the FY
2017 -18 budget in the Public Works Department. The agreeme nt will be charged to
account 014262.555060. Future year funding is contingent on Council budget approval.
Prepared By: Kimberly O'Cain, Senior Sustainability Analyst
Approved
Forwarded to Council
Attachments:
A. Mach 18 2014 ConserveTrack LLC Staff Report
B. 2017 Oaks_ConserveTrack signed
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m o d i f i c a t i o n t o P r o f e s s i o n a l S e r v i c e s A g r e e m e n t 1 6 5 1 i n t h e a m o u n t o f $1 1 4 ,6 3 5 w i t h
C o n s e r v e T r a c k , L L C , a C a l i f o r n i a b a s e d c o m p a n y , t o c o n t i n u e p r o v i d i n g l i c e n s i n g , h o s t i n g , s u p p o r t
a n d m a i n t e n a n c e f o r t h e C o n s e r v e T r a c k w e b b a s e d s o f t w a r e s y s t e m t o t r a c k a n d r e p o r t w a t e r s a v i n g
p r o j e c t s a n d p r o g r a m s . T h i s i s a s o l e s o u r c e p r o f e s s i o n a l s e r v i c e s a g r e e m e n t . T h i s w i l l r e s u l t i n a
t h r e e y e a r a m e n d e d a g r e e m e n t a n d t w o y e a r r e n e w a l o p t i o n f o r a t o t a l o f 1 1 y e a r s w i t h a n e w t o t a l
a m o u n t n o t t o e x c e e d $1 7 9 ,6 3 5 , w i t h f u t u r e y e a r f u n d i n g c o n t i n g e n t o n C o u n c i l b u d g e t a p p r o v a l .
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r e p o r t o n t h e C i t y ’s w a t e r c o n s e r v a t i o n p r o j e c t s a n d p r o g r a m s i n c l u d i n g r e b a t e s , a u d i t s , o r d i n a n c e
v i o l a t i o n s a n d c i t a t i o n s . T h e c o s t s f o r C o n s e r v e T r a c k i n c l u d e t h e l i c e n s i n g , h o s t i n g , s u p p o r t a n d
m a i n t e n a n c e o f t h e w e b b a s e d s o f t w a r e s y s t e m . T h i s f o u r t h m o d i f i c a t i o n t o t h e a g r e e m e n t w i t h
C o n s e r v e T r a c k L L C i n t h e a m o u n t o f $1 1 4 ,6 3 5 f o r a t o t a l a m o u n t n o t t o e x c e e d $1 7 9 ,6 3 5 f o r a t o t a l o f
1 1 y e a r s t h r o u g h 2 0 1 9 i s t o c o n t i n u e p r o v i d i n g t h i s d a t a m a n a g e m e n t s y s t e m f o r u s e b y O f f i c e o f
S u s t a i n a b i l i t y a n d t h e E n v i r o n m e n t (O S E ) a n d C o d e C o m p l i a n c e D i v i s i o n .
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p r o j e c t s a n d p r o g r a m s . O n F e b r u a r y 9 , 2 0 0 9 t h e C i t y e n t e r e d i n t o a s o l e s o u r c e p r o f e s s i o n a l s e r v i c e s
a g r e e m e n t w i t h R i g h t T h e r e , I n c . f o r t h e d e v e l o p m e n t a n d l i c e n s i n g o f t h e C o n s e r v e T r a c k s o f t w a r e
s y s t e m t h a t a l l o w s s t a f f t o t r a c k w a t e r e f f i c i e n c y p r o j e c t s a n d p r o g r a m s , i n c l u d i n g r e b a t e s , d i r e c t
i n s t a l l a t i o n s , a u d i t s , o u t r e a c h c a m p a i g n s , v i o l a t i o n w a r n i n g s a n d c i t a t i o n s . R i g h t T h e r e , I n c .’s p r o p r i e t y
s o f t w a r e , C o n s e r v e T r a c k , i s a w e b b a s e d d a t a b a s e s y s t e m t h a t g e n e r a t e s r e p o r t s w h i c h i n c l u d e
e s t i m a t e d a n d a c t u a l w a t e r s a v i n g s f o r e a c h c u s t o m i z e d w a t e r c o n s e r v a t i o n p r o g r a m . T h i s s o f t w a r e
s y s t e m i s u p l o a d e d w i t h w a t e r c u s t o m e r a c c o u n t i n f o r m a t i o n e a c h m o n t h t o k e e p t h e d a t a u p t o d a t e .
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s o f t w a r e a n d t h e p o s t d e v e l o p m e n t m a i n t e n a n c e . T h e t o t a l c o n t r a c t a m o u n t w a s $2 1 ,5 9 8 . T h e
d e v e l o p m e n t a n d l i c e n s i n g p o r t i o n o f t h e c o n t r a c t t o t a l e d $1 6 ,2 0 0 . T h e m a i n t e n a n c e p o r t i o n o f t h e
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c o n t r a c t w a s f o r o n e y e a r p o s t d e v e l o p m e n t w i t h n i n e o p t i o n a l r e n e w a l s f o r $5 ,3 8 8 e a c h y e a r . T h e
s o f t w a r e d e v e l o p m e n t w a s c o m p l e t e d i n 2 0 1 0 a n d i n c l u d e d c u s t o m i z e d m o d u l e s a n d r e p o r t s f o r t h e
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a g r e e m e n t n e e d e d t o b e m o d i f i e d t o i n c r e a s e t h e t o t a l a m o u n t . I n a d d i t i o n t h e C i t y ’s a b i l i t y t o p r o v i d e
f a s t a n d r e l i a b l e w e b h o s t i n g w a s n o t a c h i e v e d . T h e f i r s t m o d i f i c a t i o n i n 2 0 1 2 i n c r e a s e d t h e t e r m o f
t h e c o n t r a c t t o s e v e n y e a r s i n a t o t a l a m o u n t n o t t o e x c e e d $6 5 ,0 0 0 a n d t r a n s f e r r e d t h e w e b h o s t i n g
f r o m t h e C i t y t o R i g h t T h e r e , I n c . T h e s e c o n d m o d i f i c a t i o n c h a n g e d t h e n a m e o f t h e c o m p a n y f r o m
R i g h t T h e r e , I n c ., a C a l i f o r n i a C o r p o r a t i o n , t o C o n s e r v e T r a c k , a s o l e p r o p r i e t o r s h i p . T h e t h i r d
m o d i f i c a t i o n c h a n g e d t h e n a m e o f t h e c o m p a n y f r o m C o n s e r v e T r a c k , a s o l e p r o p r i e t o r s h i p , t o
C o n s e r v e T r a c k L L C , a l i m i t e d l i a b i l i t y c o r p o r a t i o n . B e c a u s e t h e t o t a l a m o u n t n e v e r e x c e e d e d $7 0 ,0 0 0
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D i s c u s s i o n
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c o n s e r v a t i o n p r o j e c t s a n d p r o g r a m s . S t a f f e n t e r s t h e f o l l o w i n g d a t a t o t r a c k : a p p l i c a n t s p a r t i c i p a t i n g i n
l a n d s c a p i n g a n d r a i n w a t e r h a r v e s t i n g r e b a t e s ; a u d i t s r e l a t e d t o t h e G r e e n B u s i n e s s C e r t i f i c a t i o n
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c o m p l i a n c e c e r t i f i c a t e s i s s u e d f o r t h e R e t r o f i t U p o n S a l e O r d i n a n c e a n d t o t r a c k w a r n i n g l e t t e r s a n d
c i t a t i o n s i s s u e d b y O S E f o r v i o l a t i o n s o f t h e w a t e r c o n s e r v a t i o n , u r b a n r u n o f f a n d l e a f b l o w e r
o r d i n a n c e s . O n J u l y 1 2 0 1 3 , t h e C o d e C o m p l i a n c e D i v i s i o n o f t h e P l a n n i n g a n d C o m m u n i t y
D e v e l o p m e n t D e p a r t m e n t t o o k o v e r t h e e n f o r c e m e n t o f t h o s e o r d i n a n c e s . C o d e C o m p l i a n c e s t a f f
w o u l d u s e C o n s e r v e T r a c k t o t r a c k t h e s e v i o l a t i o n s u n t i l t h e A c c e l l a s o f t w a r e p r o g r a m a l r e a d y
p u r c h a s e d b y t h e C i t y i s f u l l y o p e r a t i o n a l i n a p p r o x i m a t e l y t w o y e a r s a n d c a p a b l e o f p r o v i d i n g t r a c k i n g
a n d r e p o r t i n g s e r v i c e s f o r c o d e v i o l a t i o n s .
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d e t a i l e d r e p o r t s t h a t i n c l u d e e s t i m a t e d a n d a c t u a l w a t e r s a v i n g s . T h e s e r e p o r t s a r e u s e d b y s t a f f t o
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r e q u i r e m e n t s .
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s e r v i c e s a g r e e m e n t w i t h C o n s e r v e T r a c k L L C t o c o n t i n u e p r o v i d i n g t h e l i c e n s i n g , h o s t i n g , s u p p o r t a n d
m a i n t e n a n c e o f t h e C o n s e r v e T r a c k d a t a m a n a g e m e n t s y s t e m . T h e p r o f e s s i o n a l s e r v i c e s a g r e e m e n t
f e e s f o r C o n s e r v e T r a c k i n c l u d e s o f t w a r e s y s t e m l i c e n s i n g , h o s t i n g , s u p p o r t a n d m a i n t e n a n c e i n t h e
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h t t p s ://w w w .s m g o v .n e t /d e p a r t m e n t s /c o u n c i l /a g e n d a s /2 0 1 4 /2 0 1 4 0 3 1 8 /s 2 0 1 4 0 3 1 8 0 3 B .h t m 3 /3
a m o u n t o f $1 7 ,4 7 2 p e r y e a r w i t h a r a t e i n c r e a s e b a s e d o n t h e C o n s u m e r P r i c e I n d e x o r a t m i n i m u m
o n e p e r c e n t . T h e t o t a l a m o u n t o f t h e c o n t r a c t i n c l u d i n g t h e o r i g i n a l d e v e l o p m e n t , l i c e n s i n g , w e b
h o s t i n g a n d m a i n t e n a n c e w o u l d b e $1 7 9 ,6 3 5 o v e r 1 1 y e a r s .
F i n a n c i a l I m p a c t s & B u d g e t A c t i o n s
T h e f o u r t h a g r e e m e n t m o d i f i c a t i o n t o b e a w a r d e d t o C o n s e r v e T r a c k L L C i s $1 1 4 ,6 3 5 f o r a m o d i f i e d
a g r e e m e n t n o t t o e x c e e d $1 7 9 ,6 3 5 . F u n d s i n t h e a m o u n t o f $5 2 ,4 0 0 a r e i n c l u d e d i n t h e F Y 2 0 1 3 1 4
b u d g e t i n d i v i s i o n 2 2 6 , t h e a g r e e m e n t w i l l b e c h a r g e d t o a c c o u n t 0 1 2 2 6 .5 5 5 0 6 0 .8 8 2 7 2 . A d d i t i o n a l
y e a r f u n d i n g i s c o n t i n g e n t o n C o u n c i l b u d g e t a p p r o v a l .
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