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Anaheim, CA 92805
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CITY COUNCIL AGENDA REPORT
City of Anaheim
PUBLIC UTILITIES DEPARTMENT
DATE: JULY 16, 2024
FROM: PUBLIC UTILITIES DEPARTMENT
SUBJECT: APPROVAL OF FIRST AMENDMENT TO AGREEMENT WITH
STARTEX SOFTWARE, LLC FOR ENVIRONMENTAL AND
SAFETY COMPLIANCE TRACKING
ATTACHMENT (Y/N): YES ITEM # 17
GOVERNMENT CODE § 84308 APPLIES: YES
RECOMMENDATION:
That the City Council, by Motion:
1) Approve the First Amendment to Agreement (First Amendment) with StarTex Software, LLC (StarTex), extending the original agreement for an additional five years and increasing the annual compensation to $57,540 with an annual escalator of 5% for user licenses and ancillary support and maintenance with a fifteen percent (15%) contingency for extra services; and
2) Authorize the Public Utilities General Manager or designees, on behalf of the City of Anaheim (City), to (a) execute and deliver the First Amendment and any supporting documents, and (b) take such actions as are necessary or advisable to implement, fund, and administer the First Amendment.
DISCUSSION:
At its meeting on June 26, 2024, the Public Utilities Board recommended that the City Council approve the First Amendment to the Agreement with StarTex Software, LLC For Environmental and Safety Compliance Tracking.
Anaheim Public Utilities (APU) is subject to numerous environmental and safety laws, regulations, and rules that pertain to operational areas such as water quality, air emissions, vegetation management, and safety inspections. Compliance is demonstrated to federal, state, and regional agencies through report submittals, permits, and regulatory inspections that are tracked through a software system. The number of environmental and safety compliance requirements affecting APU increases each year, making it important to have a robust software solution for tracking purposes.
In 2021, APU issued a Request for Proposals (RFP) to select a cloud-based software system that could track recurring compliance tasks, flag approaching deadlines, maintain permits, document audits and inspections, store and track injury and incident information, and document employee training. A total of 58 firms were invited to submit Approval of First Amendment to Agreement with StarTex Software, LLC for Environmental and Safety Compliance Tracking July 16, 2024
proposals through the City’s online procurement portal. Twelve firms submitted proposals which were reviewed and evaluated in accordance with Council Policy 4.1, and the top five firms were short-listed and invited to demonstrate their systems.
StarTex was selected for the EHS Insight software system based on their ability to meet the technical and compliance requirements outlined in the scope of work, demonstrated record of success, and reasonableness of fees. StarTex was awarded an agreement for a three-year term through City Manager authority at an annual cost of $50,600. Startex has met its requirements under the current agreement and their EHS Insight system is utilized extensively by APU. Compliance submittals are tracked quickly, and field staff use the tool to document safety meetings, vehicle inspections, and other important compliance and safety tasks. Quick access to compliance records is essential when complying with requests for records from regulatory agencies during external audits and inspections. APU evaluated conducting a new solicitation, which would require demonstrations of similar software previously evaluated in 2021, and potentially migrating data to a new platform at additional costs and resources. As such, APU recommends providing an amendment to continue utilizing the StarTex EHS Insight solution.
The proposed First Amendment would extend the term of the agreement with StarTex for an additional five years beyond the original three-year term, and will include provisions to allow for future user license growth if needed. The compensation is proposed to be increased to $57,540 per year with an annual escalator of 5% for user licenses and ancillary support and maintenance. Ensuring compliance with numerous environmental and safety laws utilizing the StarTex software system has been an effective and efficient method of achieving safe and healthy operations and avoiding citations, fines, and other legal actions.
The proposed First Amendment supports the 2023-24 Strategic Plan, Goal D – Foster a High-Performing Organization, Strategy 7 – Assess current technology to identify gaps and needs within City operations to better serve the community.
IMPACT ON BUDGET:
Sufficient funds are budgeted in APU’s Fiscal Year 2024/25 restricted budget, and future years are subject to City Council’s approval of budget appropriations.
Respectfully submitted,
Dukku Lee
Public Utilities General Manager
Attachment:
1. First Amendment with StarTex Software, LLC which includes:
Exhibit A – Fees Added to Contract Amount by First Amendment Exhibit B – Initial EHS Insight Agreement (AGR-13051) and Change Orders