REPORT TO THE CITY COUNCIL
FROM: BROCK D. BUCHE, PE, PLS, Director
Department of Public Utilities
BY: ROSA LAU-STAGGS, Wastewater Manager
Department of Public Utilities - Wastewater Management Division
SUBJECT
Title
Award a requirements contract in the estimated amount of $233,365 to Websoft Developers, Inc., a California Corporation, for development, implementation, and maintenance of an Environmental Sampling Application for Wastewater Management Division (Bid File 9637) (Council District 3)
Body
RECOMMENDATION
Staff recommends the City Council award a three-year requirements contract, with provisions for two one-year extensions to Websoft Developers, Inc., for the development, implementation and maintenance of an Environmental Sampling Application for the total estimated amount of $233,365; and authorize the Director of Public Utilities, or designee, to sign and execute all documents on behalf of the City of Fresno (City).
EXECUTIVE SUMMARY
The Department of Public Utilities - Wastewater Management Division (WMD) is seeking a requirements contract for the development, implementation, and maintenance of an Environmental Sampling Application for use during the collection of water, groundwater, wastewater and other environmental samples as required under the Fresno-Clovis Regional Wastewater Reclamation Facility’s Waste Discharge Requirements (WDR), the North Fresno Wastewater Treatment Facility’s WDR, the City’s Industrial Pretreatment Program (IPP), and for the collection of samples to calculate sewer charges and to provide information for sewer rate studies.
BACKGROUND
WMD oversees compliance of regulatory requirements by Federal and State agencies as required through various mandated monitoring programs. Monitoring programs fulfill requirements of the Division’s WDRs, General Permits, and the federally mandated IPP through site inspections, sampling, testing and reporting of environmental samples to demonstrate compliance. Sampling of multiple constituents is done on a daily basis at multiple sites, requiring preparation and close follow up to ensure sampling is done according to best practices and approved standard operating procedures. WMD uses an in-house developed application to help maintain accuracy of collected data, sampling sites, custody sheets, field testing, and to access historical information of the site to be monitored.
The existing application is no longer being supported resulting in the inability to add new monitoring sites or revise and/or delete locations no longer in use. WMD researched for potential software packages that could be developed into a similar application with the ability for customization if needed.
A notice inviting proposals was published February 18, 2022 and posted on PlanetBids. There were five building exchanges receiving Notice Inviting Proposals. The specifications were distributed to 20 prospective bidders. One sealed bid proposal was received and publicly opened on March 20, 2022. Proposals will expire on July 20, 2022, within 120 days of proposal opening.
Websoft Developers, Inc. submitted the only bid proposal in the amount of $233,365 and is considered a responsible bidder. Staff recommends that the City Council award a requirements contract in the estimated total amount of $233,365 to Websoft Developer, Inc., for three years with the option of two additional one-year extensions.
The City Attorney’s Office has reviewed and approved to form.
ENVIRONMENTAL FINDINGS
By the definition provided in the California Environmental Quality Act (CEQA) Guidelines, Section 15378, this agreement does not meet the definition of Project as provided by CEQA.
LOCAL PREFERENCE
Local preference was not implemented as there was a single proposer.
FISCAL IMPACT
Funding for this project has been included in the Wastewater Management Division Enterprise Fund and has no impact on the General Fund. This contract will be effective for three years with provisions for two one-year extensions. The budgeted amount for FY22 is $60,000 for the development and implementation of the application and $35,000 to cover Year 1 service and maintenance for this requirements contract. Funding for Year 2 through Year 5 will be included in future years’ budgets.
Attachments:
Attachment 1 - Bid Evaluation
Attachment 2 - Sample Contract