January 16, 2024
Public Works
DATE: January 16, 2024
TO: Mayor Martinez and Members of the City Council
FROM:
Daniel Chavarria, Director of Public Works
Tawfic Halaby, Deputy Director of Public Works –
Operations & Maintenance
Subject:
Sole-Source Contract with Brightly Software for the City’s Water and Energy Bill Payments
FINANCIAL IMPACT: This service will be funded by the General Fund Account String 01231031-400263.
PREVIOUS COUNCIL
ACTION:
None
STATEMENT OF THE
ISSUE:
The City utilizes the Brightly Software utility/energy
manager to process and pay the City’s East Bay
Municipal Utility District (EBMUD) water bills and Pacific Gas & Electric (PG&E) gas and electric bills.
RECOMMENDED ACTION:
APPROVE a sole-source contract with Brightly Software
for a three-year subscription to their web-based
utility/energy manager, for a total three-year subscription amount of $18,708.87, including $5,876.64 for the first year, $6,229.24 for the second year, and $6,602.99 for
the third year, with a term beginning November 1, 2023, and ending October 31, 2026 – Public Works Department
(Daniel Chavarria/Tawfic Halaby 510-620-5482).
AGENDA
REPORT
January 16, 2024
DISCUSSION:
The City currently utilizes the Brightly Software energy/utility manager to process and pay the City’s East Bay Municipal Utility District (EBMUD) water bills and Pacific Gas & Electric (PG&E) gas and electric bills. The existing subscription has concluded, and for continued use of the online utility/energy manager, the City must opt for either the one- year, three-year, or five-year subscription plans offered by Brightly Software. City staff recommends the three-year subscription to secure the current rates and, if necessary, to allow flexibility in exploring alternative services in three years rather than committing to a five-year term. The total proposed three-year subscription cost is $18,708.87, including $5,876.64 for the first year, $6,229.24 for the second year, and $6,602.99 for the third year.
The postponement in presenting the contract approval to the City Council is attributed to staffing shortages within the relevant department, which has impacted the ability to promptly address administrative tasks. Additionally, the delay is partly a result of oversight, with staff members being unable to process the timely amendment. The combination of understaffing and administrative oversights has contributed to the after- the-fact contract approval request. Efforts are underway to address these challenges and ensure a more streamlined and timely process in the future.
DOCUMENTS ATTACHED:
Attachment 1 – Proposed Agreement
Attachment 2 – Subscription Rates
Attachment 3 – Sole-Source Justification