STRATEGIC PRIORITY: Government Performance and Financial Management
AGENDA DATE: December 9, 2020
COUNCIL DISTRICT(S): All
DEPARTMENT: Office of Procurement Services
EXECUTIVE: Elizabeth Reich
______________________________________________________________________
SUBJECT
Title
Authorize a five-year service price agreement for maintenance and support of the existing Stormwater Information Management System for the Water Utilities Department - Raftelis Financial Consultants, Inc. dba Raftelis Financial Consultants, Inc., sole source - Estimated amount of $1,197,000 - Financing: Stormwater Drainage Management Fund
Body
BACKGROUND
This action does not encumber funds; the purpose of a service price agreement is to establish firm pricing for services, for a specific term, which are ordered on an as needed basis according to annual budgetary appropriations. The estimated amount is intended as guidance rather than a cap on spending under the agreement, so that actual need combined with the amount budgeted will determine the amount spent under this agreement.
This service price agreement will provide for the maintenance and support of the existing Stormwater Information Management System (SIMS). SIMS is a customized application developed by Raftelis Financial Consultants, Inc. dba Raftelis Financial Consultants, Inc. in coordination with the Water Utilities Department’s billing system, for the City and was first deployed in Fiscal Year 2017. The SIMS application is necessary to streamline quality control processes, provides access to billing data contained within multiple information technology datasets, generates billing export files to the current utility billing system, and provides records of billing changes per parcel as site conditions are changed. These updates are completed nightly and provide up to date billing account information. Additional support is provided as new impervious aerial impervious parcel data is available, tax parcel modifications, and billing customer data is updated. This work has resulted in more accurate billing account information, capturing of previously non-billed accounts, and better customer service when assessing and responding to inquiries.
The stormwater drainage fee is assessed on residential and commercial properties within the city limits to support the management and oversight of drainage infrastructure and programmatic elements. This is regulated under the Texas Commission on Environmental Quality municipal separated storm sewer permit. The City first began assessing stormwater drainage fees in 1991 to cover costs associated with state regulatory compliance. The current rate structure, approved by the City Council starting Fiscal Year 2017, is aligned with best management practices across stormwater utilities in the country. Fees are assessed by account type using measured, impervious coverage by tax parcel provided through Dallas County Centralized Appraisal District and utilizes the City's SAP utility billing system to invoice and collect revenue. As with other stormwater utilities, in order to bill appropriately, a system interface is required to the appropriate parcel billing. SIMS has been supported through third party maintenance activities since the implementation of the current rate structure.
PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS)
On June 12, 2013, City Council authorized a service contract for storm drainage management fund financial planning services and fee study with Raftelis Financial Consultants, Inc. by Resolution No. 13-0937.
On September 21, 2016, City Council approved an ordinance amending Article XXWII, "Storm, Water Drainage Utility," of Chapter 2, "Administration”; amending Sections 15D-5, 15D-9, 15D-9.2, 15D-9-10, 15D-9.i6, 15D-9.31, 15D-21, 15D-23, 15D-30, 15D-36, and 15D-58 of Chapter 15D, by Resolution No. 16-1529; Ordinance No. 30215.
FISCAL INFORMATION
|
Fund |
FY 2021 |
FY 2022 |
Future Years |
|
Stormwater Drainage Management Fund |
$255,900.00 |
$255,900.00 |
$685,200.00 |
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 |
Category |
M/WBE Goal |
M/WBE % |
M/WBE $ |
|
$1,197,000.00 |
Other Services |
N/A |
N/A |
N/A |
|
• The Business Inclusion and Development Plan does not apply to Proprietary Software • Raftelis Financial Consultants, Inc. is providing a five-year service price agreement for maintenance and support of the existing Stormwater Information Management System for the Water Utilities Department utilizing proprietary software. |
|
• Raftelis Financial Consultants, Inc.- Non-Local; Workforce - 0.00% Local |
PROCUREMENT INFORMATION
Method of Evaluation for Award Type:
|
Sole Source |
• Utilized for procurements where functional requirements can only be satisfied by one vendor, such as those where patents, copyrights or monopolies exists |
|
|
• Exempted from competitive bidding process |
|
|
• Reviewed by Procurement Services to ensure the procurement meets at least one general exception as stated in the Texas Local Government Code |
Bidder Address Amount
Raftelis Financial Consultants, Inc. 1001 Winstead Dr. $1,197,000.00
dba Raftelis Financial Consultants, Inc. Suite 355
Cary, NC 27513
Note: The Office of Procurement Services conducted a sole source review and found no exceptions.
OWNER
Raftelis Financial Consultants, Inc. dba Raftelis Financial Consultants, Inc.
Keith Readling, Executive Vice President