201 S. Anaheim Blvd.
Suite #1101
Anaheim, CA 92805
Tel: (714) 765-5173
www.anaheim.net
CITY COUNCIL AGENDA REPORT
City of Anaheim
PUBLIC UTILITIES DEPARTMENT
DATE: MARCH 25, 2025
FROM: PUBLIC UTILITIES DEPARTMENT
SUBJECT: AGREEMENT WITH ACCELERATED TECHNOLOGY
LABORATORIES, LLC FOR WATER QUALITY
MANAGEMENT SOFTWARE
ATTACHMENT (Y/N): YES ITEM # 15
GOVERNMENT CODE § 84308 APPLIES: YES
RECOMMENDATION:
That the City Council, by Motion:
1. Approve a software services agreement (Agreement) with Accelerated Technology Laboratories, LLC for a web-based water quality management software solution including implementation and training services, with an initial term of one year and optional one-year extensions thereafter, at a not-to-exceed cost of $38,380 for one-time start-up costs and an annual not-to-exceed cost of $38,125 with a Consumer Price Index (CPI) escalator for software subscriptions, plus a 15% contingency for as-needed extra services; and,
2. Authorize the Public Utilities General Manager, or designees, on behalf of the City of Anaheim, to execute the Agreement and any related documents, including any cost-neutral amendments of the Agreement and any documents contemplated by the Agreement, and to take such necessary or advisable actions to implement, fund, and administer the Agreement.
DISCUSSION:
At its meeting on February 26, 2025, the Public Utilities Board recommended that the City Council approve the Agreement with Accelerated Technology Laboratories, LLC.
Anaheim Public Utilities (APU) has a state-certified water quality laboratory and technicians who are responsible for collecting water samples throughout the City and performing certain microbiological analyses. The majority of more than 44,000 tests are conducted in-house each year to ensure compliance with federal and state water regulations.
Many of the processes in place for scheduling, collecting, and analyzing test samples are completed manually by APU staff using different spreadsheets, which is inefficient and time-intensive. In an effort to streamline laboratory operations and modernize Agreement with Accelerated Technology Laboratories, LLC for Water Quality Management Software March 25, 2025
compliance reporting, APU issued a Request for Proposal (RFP) to qualified vendors with experience in providing water quality and laboratory operations management software systems in April 2024. While over 20 firms were informed with several submitting inquiries, only one proposal was formally received from Accelerated Technology Laboratories, LLC (ATL) for their software solution. ATL’s proposal was evaluated against Council Policy 4.1 for the ability to meet the scope of work, experience, record of success with other agencies, and reasonableness of costs. After a thorough evaluation, including several demonstrations of their system and services, ATL’s proposal was found to meet the full scope of services for a water quality management and laboratory information management software (LIMS). ATL provides similar services to the City of Pasadena Water & Power Department, Fayetteville Public Works Commission, and the City of Tallahassee Water Utilities.
ATL’s software solution, called Sample Master, is a Software-as-a-Service (SaaS) cloud-based data management solution that provides functionality to schedule, track, collect, query and analyze water samples and tests, as well as monitor and maintain laboratory inventory and equipment. Software features include Chain of Custody traceability tracking, quality controls, mobile device support for data entry, and software integration with field collection equipment to further streamline operations.
Additionally, ATL will provide technical consulting services to analyze current methodologies and develop a work plan for data migration, deployment, implementation, and training. Services also include customizing and automating reporting to ensure compliance with federal and state water regulations.
The term of the Agreement is for one year with annual renewals unless terminated by either party. The Agreement includes one-time start-up costs of $38,380 and an annual subscription cost of $38,125 with an annual CPI escalator and a 15% contingency for as- needed, extra services. The Agreement provides for ten (10) user licenses and ancillary support and maintenance. The one-time start-up costs include initial configuration, cloud data migration, system implementation, and training.
The agreement for water quality management software supports the Citywide 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 Water Utility Fund budget. Future years are subject to City Council approval of budget appropriations.
Respectfully submitted,
Dukku Lee
Public Utilities General Manager
Attachment:
1. Agreement for Water Quality Management Software