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ADOPT A RESOLUTION TO AUTHORIZE A CONTRACT AMENDMENT WITH SWIFTCOMPLY FOR A STORMWATER MODULE SOFTWARE LICENSE
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RECOMMENDATION
It is recommended that the City Council adopt a resolution to authorize an amendment to the five-year contract with SwiftComply of Pleasanton, California (Exhibit 1 to the Resolution) to incorporate a stormwater module into the Environmental Control Enforcement Software for a total amount not-to-exceed $384,640.
It is also recommended that the City Manager be authorized to take necessary and appropriate actions to carry out the purpose and intent of this resolution.
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Summary
The Municipal Utilities Department (MUD) Stormwater Division is responsible for complying with the City's National Pollutant Discharge Elimination System (NPDES) permit, which requires comprehensive monitoring and public outreach to manage and mitigate the release of pollutants from the municipal storm drain system into local waterways. The MUD Stormwater Division uses commercially licensed software for stormwater management and tracking of NPDES compliance.
The MUD Environmental Control Division currently maintains a contract with SwiftComply for the management and tracking of environmental control enforcement and compliance. Approval of Contract Amendment No. 1 will add the stormwater software module and provide MUD with the ability to upgrade and improve documentation, reporting, and the management of enforcement compliance data.
If approved by the City Council, this action will add the stormwater software module and licensing to the existing SwiftComply software to improve automation and ensure the City’s compliance with various regulatory requirements. The amendment increases the total contract to $384,640 over the five-year term.
DISCUSSION
Background
On July 11, 2023, the City Council approved Resolution 2023-07-11-1206 authorizing a five-year contract with SwiftComply of Pleasanton, California for cloud-based software at a total cost not-to-exceed $229,683 (Attachment A).
Following staff evaluation of the SwiftComply stormwater module capability, staff determined that the integration of SwiftComply stormwater module into the current software infrastructure would be beneficial to meet various regulatory compliance requirements and increase efficiencies when tracking essential inspection tasks and NPDES permit deadlines.
Present Situation
The MUD Stormwater Division currently licenses FileMaker Pro for stormwater management and tracking of NPDES compliance. FileMaker Pro is inefficient and does not provide technical support to effectively automate the necessary regulatory compliance requirements.
The SwiftComply cloud-based software offers the flexibility to add a stormwater software module, which will improve the necessary automation for efficient management of inspections, compliance with the NPDES permit, and meet the requirements of the Environmental Protection Agency (EPA).
The additional cost to integrate the stormwater module into the existing contract is $154,957. This includes setup, data migration, system configuration, user training, and a five-year subscription.
|
Description |
Cost of Stormwater Module Software License |
|
Annual Subscription / Maintenance Fee Year 1 |
$20,000.00 |
|
Annual Subscription / Maintenance Fee Year 2 |
$32,500.00 |
|
Annual Subscription / Maintenance Fee Year 3 |
$33,313.00 |
|
Annual Subscription / Maintenance Fee Year 4 |
$34,145.00 |
|
Annual Subscription / Maintenance Fee Year 5 |
$34,999.00 |
|
Data Migration, System Configuration, Users Training |
Included in Year 1 pricing |
|
Total Cost |
$154,957.00 |
Staff recommends approving Contract Amendment No. 1 to the current SwiftComply contract with a total not-to-exceed amount of $384,640 for the additional stormwater module.
FINANCIAL SUMMARY
The 2023-24 Fiscal Year Annual Budget includes sufficient budget in the Stormwater Administration Software account for the proposed cost for the software. Costs for the subsequent years will be budgeted in the same account, subject to Council approval, during the annual budget development process.
There is no impact to the General Fund, or any other unrestricted fund, from this action.