AGENDA CAPTION:
Title
Consider approval of Resolution 2020-213R, approving an agreement with Milsoft Utility Solutions, Inc. for an Outage Management System for use by the Public Services Department to include, among other services, software and technical support for an initial five-year term in the estimated annual amount of $235,000.00 and authorizing five optional one-year terms for a total contract term of ten years; authorizing the City Manager or his designee to execute the agreement on behalf of the City; and declaring an effective date.
Body
Meeting date: October 7, 2020
Department: Public Services Department - Tom Taggart, Director (by Lynda Williams, Purchasing Manager)
Amount & Source of Funding
Funds Required: $235,000
Account Number: 21006316.52230
Funds Available: Click or tap here to enter text.
Account Name: Electrical Fund, Administration, Professional Services
Fiscal Note:
Prior Council Action: Approval of capital outlay request FY19
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Sustainability
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Background Information:
The City of San Marcos received four (4) proposals in response to RFP 220-005 for Outage Management System (OMS). A City-staff evaluation team comprised of subject matter experts evaluated each proposal and selected Milsoft Utility Solutions, Inc., located in Abilene, Texas, as the most qualified to perform the services.
The City currently has an “OMS Lite” which serves some very basic needs in providing outage information, but it does not perform to the extent the City would like. The City recognizes the need for growth and improvement in the areas of manager-worker communication and efficiency throughout an outage and getting near real-time information to the public during outages. The City would like to enhance its public information outreach by providing maps and notifications to affected customers instead of relying heavily upon customers calling in to determine the locations of outages. The Outage Management System to be provided by Milsoft Utility Solutions, Inc., as a result of this solicitation will help the City meet those needs.
The contract will be valid for an initial five (5) year contract with an option to extend for five (5) additional one (1) year periods, for a maximum contract term of ten (10) years. The cost of the initial five (5) year term is approximately $198,500 and includes the following:
• Total Software Costs ($66,000)
• System Engineering Services ($37,500)
• On-site Support Services ($10,000)
• Technical Support and Software Upgrade - Year 1 through Year 5 ($71,500)
Additional options are available to the City as requested on a cost-per-option basis. The City requests approval of an amount not to exceed $235,000 for the initial five (5) year term to allow for any options to enhance the City’s services to its customers.
Council Committee, Board/Commission Action:
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Alternatives:
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Recommendation:
The City recommends award of a contract for Outage Management System to Milsoft Utility Solutions, Inc., in the not-to-exceed amount of $235,000 for an initial five (5) year term.