TO: HONORABLE MAYOR
AND CITY COUNCIL
FROM: Maria Öberg
SUBJECT: See Below DATE: July 28, 2025
Approved
Date:
8/4/25
COUNCIL DISTRICT: Citywide
SUBJECT: Agreement with enfoTech & Consulting Inc. for an Environmental Enforcement Data Management System
RECOMMENDATION
Adopt a resolution authorizing the City Manager or her designee to:
a) Negotiate and execute an agreement for an environmental enforcement data management system with enfoTech & Consulting Inc. (Brunswick, New Jersey) for an initial three-year term, beginning on or about August 25, 2025 and ending on or about August 24, 2028, with a maximum compensation not to exceed $801,895, subject to the appropriation of funds;
b) Negotiate and execute amendments, as required, for any unanticipated changes during the initial three-year term, beginning on or about August 25, 2025, and ending on or about August 24, 2028, subject to the appropriation of funds;
c) Approve a contingency amount of $98,105 for unanticipated changes during the initial three-year term, beginning on or about August 25, 2025, and ending on or about August 24, 2028, subject to the appropriation of funds; and
d) Exercise up to four additional one-year options to extend the term of the agreement through August 24, 2032, subject to the appropriation of funds.
SUMMARY AND OUTCOME
This memorandum provides the City Council with recommended actions that will allow the City Manager or her designee to negotiate and execute an agreement with enfoTech & Consulting Inc. Authorizing the City Manager or her designee to take these actions will provide the Environmental Services Department staff with an updated COUNCIL AGENDA: 8/19/25
FILE: 25-824
ITEM: 2.9
HONORABLE MAYOR AND CITY COUNCIL
July 28, 2025
Subject: Agreement with enfoTech & Consulting Inc. for an Environmental Enforcement Data Management System
environmental enforcement data management system that will significantly increase program efficiency and enhance data management of complex regulatory programs.
BACKGROUND
The environmental enforcement data management system is used by approximately 80 staff members within the Environmental Services Department to manage regulatory programs under the City’s stormwater and wastewater National Pollutant Discharge Elimination System permits. These include inspections at industrial, commercial, and construction sites; stormwater treatment measures and illicit discharge response; grease control inspections; and mercury amalgam permitting, industrial pretreatment, and waste management enforcement. The system is critical to maintaining the City’s compliance with state and federal regulatory requirements.
In 2003, City Council approved an agreement with enfoTech & Consulting, Inc. to implement an environmental enforcement data management system. The system was deployed in 2007 and last upgraded in 2012. That system has reached the end of its useful life status and is no longer supported by enfoTech & Consulting, Inc.
Additionally, the existing environmental enforcement data management system lacks integration with key City enterprise systems, including a geographic information system and accessibility through mobile devices. Replacing it will enable enhanced features, including digital payments, improving internal and public data sharing, compliance reporting for industrial users, and integration with the new laboratory information management system.
ANALYSIS
In December 2024, the Finance Department released a request for proposals for an environmental data management system through the City’s e-procurement system, Biddingo. Over 10,000 vendors were notified by Biddingo of the bid opportunity in daily bid notifications and 56 companies viewed the solicitation documents. Three vendors submitted proposals prior to the submittal deadline.
The submitted proposals were independently evaluated and scored in accordance with the evaluation criteria set forth in the request for proposals by a five-member evaluation team comprised of representatives from the Environmental Services Department.
Following initial scoring of proposals by the evaluation team, staff conducted oral interviews and system demonstrations with three vendors. The highest scoring vendor following the oral interviews/system demonstrations then participated in a Technology, Security, and Privacy Review. The table below shows the evaluation results of the proposers.
HONORABLE MAYOR AND CITY COUNCIL
July 28, 2025
Subject: Agreement with enfoTech & Consulting Inc. for an Environmental Enforcement Data Management System
Score with Oral Interview/Demo
Points
Available
enfoTech
&
Consulting
Inc.
Hover Blanket,
Inc. dba Main St
Computing
NJBSoft,
LLC
General Requirements 10 6 7 4
Experience and Qualifications 10 8 6 7
Project Approach/Schedule 10 8 7 6
Technical Capabilities 10 7 6 4
Cost Form 20 11 6 20
Oral Interview / System Demonstration 30 25 11 15
Local Business Enterprise 5 0 0 0
Small Business Enterprise 5 0 0 0
TOTAL SCORE 100 65 43 56
Technology, Security, and Privacy Review Pass/fail Pass N/A N/A
Staff conducted reference checks with the three references the proposed awardee provided. Two of the references responded with positive feedback.
Local and Small Business Enterprise Preference: In accordance with San José Municipal Code, Section 4.12.320, five percent of the total evaluation points would be allocated to local businesses and five percent to small businesses. No proposer requested local or small business enterprise preference points.
Protest: The City’s request for proposal process included a 10-day protest period that began when the City issued the Notice of Intended Award on June 13, 2025. No protests were received.
Award Recommendation: Based on the evaluation results, staff recommends awarding the contract to enfoTech & Consulting Inc., as the highest-ranked responsive and responsible proposer based on the evaluation results.
Summary of Agreement: The agreement with enfoTech & Consulting Inc. will be in accordance with the City’s standard terms and conditions and include the following provisions.
• Detailed scope of work to ensure the provided services comply with City requirements;
• Project implementation plan/schedule;
• Fixed, not to exceed pricing for the initial three-year term; and • Four one-year options to extend the agreement through August 24, 2032, or as may be adjusted to align with the software renewal term, with vendor requests for pricing adjustments during the option terms to be considered by the City in
HONORABLE MAYOR AND CITY COUNCIL
July 28, 2025
Subject: Agreement with enfoTech & Consulting Inc. for an Environmental Enforcement Data Management System
accordance with the Producer Price Index, but not to exceed three percent over the previous year.
EVALUATION AND FOLLOW-UP
This memorandum will not require any follow-up from staff.
COST SUMMARY/IMPLICATIONS
The total recommended amount is not to exceed $900,000, for the initial three-year term of the agreement, which is composed of the agreement amount of $801,895 and the contingency amount of $98,105. The recommended agreement will be funded by the Storm Sewer Operating Fund, the San Jose-Santa Clara Treatment Plant Operating Fund, the Sewer Service and Use Charge Fund, and the Integrated Waste Management Fund. The first-year cost of the agreement is $482,175 and the remaining portion of the recommended agreement is subject to the appropriation of funds.
BUDGET REFERENCE
The table below identifies the funds and appropriations to fund the contract recommended as part of this memorandum and remaining project costs, including contingency costs. Execution of ongoing option years included in this agreement are subject to the appropriation of funds in future fiscal years.
1. AMOUNT OF RECOMMENDATION (Three-Year Initial Term) $ 801,895
2. COST ELEMENTS:
Three-Year Initial Term
- One-Time Implementation Services $322,315
- 1st Year Software Subscriptions 159,860
- 2nd Year Software Subscriptions 159,860
- 3rd Year Software Subscriptions 159,860
CONTRACT NOT-TO-EXCEED TOTAL (Three-Year Initial Term) $ 801,895 Contingency (subject to an executed change order or amendment) $98,105 GRAND TOTAL NOT-TO-EXCEED TOTAL (Three-Year Initial Term) $900,000
HONORABLE MAYOR AND CITY COUNCIL
July 28, 2025
Subject: Agreement with enfoTech & Consulting Inc. for an Environmental Enforcement Data Management System
Fund
#
Appn.
#
Appropriation
Name
Total
Appropriation
Amount for
Contract
2025-2026
Proposed
Operating
Budget Page*
Last Budget
Action (Date,
Ord. No.)
446 0762 Non-Personal /
Equipment
$3,457,527 $396,000 949 6/17/2025,
31230
513 0762 Non-Personal /
Equipment
$66,273,357 $342,000 941 6/17/2025,
31230
541 0762 Non-Personal /
Equipment
$617,062 $108,000 944 6/17/2025,
31230
423 0762 Non-Personal /
Equipment
$4,161,091 $54,000 904 6/17/2025,
31230
* The 2025-2026 Operating Budget was approved on June 10, 2025 and adopted on June 17, 2025
COORDINATION
This memorandum has been coordinated with the City Attorney’s Office, the City Manager’s Budget Office, and the Environmental Services Department.
PUBLIC OUTREACH
This memorandum will be posted on the City’s Council Agenda website for the August 19, 2025 City Council meeting.
COMMISSION RECOMMENDATION AND INPUT
The Treatment Plant Advisory Committee is scheduled to consider this item on August 14, 2025.
CEQA
Not a Project, File No. PP17-003, Agreements/Contracts (New or Amended) resulting in no physical changes to the environment).
HONORABLE MAYOR AND CITY COUNCIL
July 28, 2025
Subject: Agreement with enfoTech & Consulting Inc. for an Environmental Enforcement Data Management System
PUBLIC SUBSIDY REPORTING
This item does not include a public subsidy as defined in section 53083 or 53083.1 of the California Government Code or the City’s Open Government Resolution.
/s/
Maria Öberg
Director, Finance
For procurement- and contract-related questions, please contact Albie Udom, Deputy Director of Finance – Purchasing and Risk Management, at [email protected].
For program-related questions, please contact Rajani Nair, Deputy Director, [email protected].