City Council Memorandum
TO: HONORABLE MAYOR AND CITY COUNCIL DATE: FEBRUARY 1, 2022 FROM: PUBLIC WORKS DEPARTMENT WARDS: ALL
SUBJECT: THIRD AMENDMENT TO PROFESSIONAL CONSULTANT SERVICES AGREEMENT FOR DATABASE SOFTWARE WITH ENFOTECH & CONSULTING, INC., OF BRUNSWICK, NEW JERSEY, TO EXTEND THE CONTRACT TERM THROUGH JANUARY 31, 2025 IN THE AMOUNT OF $103,200, FOR A CUMULATIVE CONTRACT TOTAL AMOUNT OF $475,620.
ISSUES:
Approve the Third Amendment to the Environmental Compliance Tracking Database Software Consultant Service Agreement with EnfoTech & Consulting, Inc. of Brunswick, New Jersey, to extend the contract term through January 31, 2025, in the amount of $103,200, for a cumulative contract total amount of $475,620.
RECOMMENDATIONS:
That the City Council:
Approve the Third Amendment to the Professional Consultant Services Agreement for Environmental Compliance Tracking Database Software for Riverside Water Quality Control Plant with EnfoTech & Consulting, Inc. of Brunswick, New Jersey, to extend the contract term through January 31, 2025, in the amount of $103,200, for a cumulative contract total amount of $475,620; and Authorize the City Manager, or his designee, to execute the Third Amendment to the Environmental Compliance Tracking Database Software Consultant Service Agreement, including making minor and non-substantive changes.
BACKGROUND:
On June 20, 2012, the Public Works Department received one proposal in response to RFP No. 1340 and EnfoTech & Consulting, Inc. was the sole qualified and responsive respondent. On January 8, 2013, Council awarded a contract to EnfoTech & Consulting, Inc. in the amount of $150,900 for a period of three (3) years.
On February 4, 2016, Council approved the first amendment to the contract for an additional three (3) years of service for an amount of $100,200 for a total not to exceed the contract amount of $251,100.
On January 25, 2019, Council approved the second amendment to the contract for an additional three (3) years of service for an amount of $121,320 for a total not to exceed contract amount of $372,420. The firm’s performance under the current agreement has been satisfactory.
DISCUSSION:
In order to continue usage of the Environmental Compliance database, the Public Works Department is requesting a three (3) year extension to the current agreement with EnfoTech & Consulting, Inc. in the amount of $103,200 through January 31, 2025. This includes providing iPACS hosting and technical support, which helps provide the Environmental Compliance section with the computer software application that tracks compliance related documents (e.g. permits, plan check approvals, sampling analyses, Fats, Oil and Grease program, industrial and storm water compliance inspections, photographs, etc.) and expedites report processing for physical inspections and federal and state report submittals.
Purchasing Resolution 23812 Section 702(u) states that “When the procurement is for the renewal of maintenance, license(s), support, or a similar need for existing technology systems, including hardware, and the items are procured from a vendor/reseller that was originally selected based on the City’s procurement standards, provided that 1) the vendor has been used consecutively since then and 2) if there are any non-substantive changes to the procurement, the Manager is satisfied that the best price, terms and conditions have been negotiated,” competitive procurement shall not be required.
The Purchasing Manager concurs the recommendation to approve Amendment No. 3 complies with Purchasing Resolution No. 23812, Section 702(u).
STRATEGIC PLAN ALIGNMENT:
This project aligns with Strategic Priority 6 – Infrastructure, Mobility, and Connectivity and supports goal 6.2 – Maintain, protect, and improve assets and infrastructure within the City’s built environment to ensure and enhance reliability, resiliency, sustainability, and facilitate connectivity.
Furthermore, this project aligns with each of the five Cross-Cutting Threads as follows:
Community Trust – Conducting regular preventative maintenance routines ensures wastewater discharges do not negatively impact the community and environment. The RWQCP manages and protects capital assets through on-going condition assessments and system maintenance by requiring all services and equipment to align with local laws and regulations.
Equity – This contract amendment supports RWQCP efforts in protecting the public’s health and environment by ensuring critical infrastructure and equipment are operating efficiently and effectively.
Fiscal Responsibility – This contract amendment will target ways to reduce costs, minimize inefficiencies, and develop control methods to optimize operating processes and maintenance routines to protect City assets.
Innovation – This contract amendment exemplifies a collaborative partnership between RWQCP and EnfoTech & Consulting, Inc. to enhance operational reliability by achieving measurable improvements through proper database maintenance services and equipment checks.
Sustainability & Resiliency – This contract amendment supports the implementation to continuously evaluate performance measures and practices that can be managed and maintained for overall optimum performance and to meet future needs.
FISCAL IMPACT:
The total fiscal impact of the action is $103,200 over three fiscal years, or $34,400 per fiscal year. The funds are budgeted and available in the Sewer Fund, Environmental Compliance, Software Purchase/Licensing 4125300-425700. Appropriations for future fiscal years will be included in the Department’s Budget submissions for those fiscal years to be presented to the City Council for approval.
Prepared by: Gilbert Hernandez, Interim Public Works Director Certified as to
availability of funds: Edward Enriquez, Chief Financial Officer/Treasurer Approved by: Kris Martinez, Assistant City Manager
Approved as to form: Phaedra A. Norton, City Attorney
Attachments:
3rd Amendment Agreement
Amendment No. 3, EC Tracking Database Software ● Page 3