STRATEGIC PRIORITY: Government Performance & Financial Management
AGENDA DATE: May 8, 2024
COUNCIL DISTRICT(S): All
DEPARTMENT: Office of Procurement Services
EXECUTIVE: Jack Ireland
______________________________________________________________________
SUBJECT
Title
Authorize a ten-year service contract for a citywide integrated customer information and billing software system for the Water Utilities Department - Itineris NA, Inc., most advantageous proposer of seven - Not to exceed $34,224,209 - Financing: Water Construction Fund ($7,500,000), Wastewater Construction Fund ($6,500,000) and Dallas Water Utilities Fund ($20,224,209) (subject to annual appropriations)
Body
BACKGROUND
This action does not encumber funds; the purpose of a service contract is to establish firm pricing for services, for a specific term, which are ordered on an as needed basis.
This service contract will provide for a citywide integrated customer information and billing software system for the Water Utilities Department. This integrated billing system will produce approximately 20,000 documents daily, ranging from invoices and past due notices, service requests, permit renewals, consumer applications, and fee statements. The system will bill in excess of $900 million in utilities revenue and $100 million for other City departments’ revenue annually.
The functionality of this system includes:
• Monthly billing for water, wastewater, sanitation, and stormwater service fees
• Capture, dispatch, and/or resolution of all water and wastewater customer service requests
• Receive payments for all receivables
• Participating departments’ collection activities for delinquent receivables
• Monthly contractual billing for Aviation landing and baggage fees, and cashiering for security badges
• Permit applications/renewals and fees for air quality
• Fees for high risk fire inspection, hazmat services and training, non-owner-occupied rental property and multi-family tenant registration, consumer protection and land base receivable fees, hotel-motel and short-term vehicle fees, and lien/loan statements
A seven-member committee from the following departments reviewed and evaluated the qualifications:
• City Controller’s Office (1)
• Department of Information and Technology Services (2)
• Department of Sanitation (1)
• Water Utilities Department (2)
• Office of Procurement Services (1)*
*The Office of Procurement Services evaluated cost and local preference, if applicable.
The committee selected the successful respondent on the basis of demonstrated competence and qualifications under the following criteria:
• Response to video scenarios 45 points
• Service life cost 20 points
• Experience and qualifications 10 points
• Technical Solution 10 points
• Project approach and schedule 10 points
• Local Preference 5 points
As part of the solicitation process and in an effort to increase competition, the Office of Procurement Services used its procurement system to send out email notifications to vendors registered under relevant commodity codes. To further increase competition, the Office of Procurement Services uses historical solicitation information, the Internet, and vendor contact information obtained from user departments to contact additional vendors.
On November 10, 2015, the City Council authorized a living wage policy that requires contractors to pay their employees a “living wage” rate as established annually by the Massachusetts Institute of Technology Living Wage Calculator for Dallas County by Resolution No. 15-2141. The calculated living wage during the solicitation process of this contract is $17.82; the selected vendor meets this requirement.
PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS)
On December 9, 2020, the City Council authorized a five-year service price agreement for software maintenance and support for the integrated billing system for the Water Utilities Department with SAP Public Services, Inc. by Resolution No. 20-1912.
The Government Performance and Financial Management Committee was briefed by memorandum regarding this matter on April 23, 2024. <https://cityofdallas.legistar.com/View.ashx?M=F&ID=12870985&GUID=5B29FF0C-F50D-4C86-8E7E-26B67C277DC2>
FISCAL INFORMATION
|
Fund |
FY 2024 |
FY 2025 |
Future Years |
|
Water Construction Fund |
$ 7,500,000.00 |
$0.00 |
$ 0.00 |
|
Wastewater Construction Fund |
$ 6,500,000.00 |
$0.00 |
$ 0.00 |
|
Dallas Water Utilities Fund |
$ 0.00 |
$0.00 |
$20,224,209.00 |
|
Total |
$14,000,000.00 |
$0.00 |
$20,224,209.00 |
M/WBE INFORMATION
In accordance with the City’s Business Inclusion and Development Policy adopted on September 23, 2020, by Resolution No. 20-1430, as amended, the M/WBE participation on this contract is as follows:
|
Contract Amount |
Procurement Category |
M/WBE Goal |
|
$34,224,209.00 |
Other Services |
N/A |
|
M/WBE Subcontracting % |
M/WBE Overall % |
M/WBE Overall Participation $ |
|
N/A |
N/A |
N/A |
|
• This item is Other Services and no availability and disparity in the market. |
|
• Itineris NA, Inc. - Non-local; Workforce - 0.00% Local |
PROCUREMENT INFORMATION
Method of Evaluation for Award Type:
|
Request for Competitive |
• Utilized for high technology procurements, insurance procurements, and other goods and services |
|
Sealed Proposal |
• Recommended offeror whose proposal is most advantageous to the City, considering the relative importance of price, and other evaluation factors stated in the specifications |
|
|
• Always involves a team evaluation |
|
|
• Allows for negotiation on contract terms, including price |
The Office of Procurement Services received the following proposals from solicitation number BQZ23-00020688. We opened them on January 20, 2023. We recommend the City Council award this service contract in its entirety to the most advantageous proposer(s).
*Denotes successful proposer
Proposers Address Score
*Itineris NA, Inc. 600 Peachtree St. NE 74.75
Suite 3730
Atlanta, GA 30308
Systems & Software 10 East Allen St. 72.00
Suite 201
Winooski, VT 05404
Infor Public Sector, Inc. 13560 Morris Rd. 66.58
Suite 4100
Alpharetta, GA 30004
Open International, LLC. 13019 Mar St. 61.74
Coral Gables, FL 33156
Deloitte Consulting, LLP 30 Rockefeller Plz. 59.66
New York, NY 10112
Caventa 8333 Eastlake Dr. 59.17
Burnaby BC V5A 4W2, Canada
VertexOne 1321 Upland Dr. 58.47
Suite 8389
Houston, TX 77043
OWNER
Itineris NA, Inc.
John Beddingfield, President