A2361.SR.JD
CITY OF SIMI VALLEY
MEMORANDUM
June 5,
2023
TO: Cit
y Council
Board of Directors, Ventura County Waterworks District No. 8 FR
OM: Department of Public Works
SUBJ
ECT: APPROVAL OF THIRD CONTRACT AMENDMENT BETWEEN THE
VENTURA COUNTY WATERWORKS DISTRICT NO. 8 AND SEDARU,
INC., FOR PROFESSIONAL SERVICES TO PURCHASE, INSTALL AND MAINTAIN UTILITY MANAGEMENT SOFTWARE, RFP PW 18-05
STAFF RECOMMENDATION
St
aff recommends the Board of Directors approve the attached Third Contract Amendment with Sedaru, Inc., (Sedaru) for professional services to purchase, install and maintain Utility Management Software, RFP PW 18-05, extending the term for two (2) years from October 1, 2023 to September 30, 2025 and increasing the not-to-exceed amount by $99,616 for a total not to exceed amount of $419,622.
BACKGROUND AND OVERVIEW
On
October 29, 2018, the District Manager awarded a contract to Sedaru for professional services to purchase, install, and maintain U tility Management Software in the amount of $137,600. The initial contract provided software licensing, access, and support for one year, ending at the termination date of the contract, which was October 30, 2019. On December 2, 2019, the Board of Directors awarded the First Contract Amendment to Sedaru in the amount of $88,508, for a total not to exceed amount of $226,108, for annual software renewal fees and support for two years ending September 30, 2021, with the option of two (2) additional two- year contract amendments. On September 21, 2021, the District Manager approved the Second Contract Amendment in the amount of $93,898, for a total not to exceed of $320,006, extending the term to Sep tember 30, 2023 for annual software renewal fees and support.
FINDINGS AND ALTERNATIVES
On August 24, 2018, the Ventura County Waterworks District No. 8 requested proposals for professional services to purchase, install and maintain Utility Management So ftware per RFP PW 18-05. A request for proposals was mailed to three vendors and posted on the City's website; a total of four vendors showed interest. However, on September 6, 2018, one proposal was received by Sedaru. No local vendors submitted proposals. Staff
AGENDA I
TEM NO.
Consent (5)
A2361.SR.JD
discussed the technical specifications with Sedaru and staff was satisfied that the product would meet the needs of the District. A contract in the amount of $137,600 was awarded to Sedaru from October 29, 2018 to October 30, 2019.
On November 3, 2019, Sedaru provided three quotes which include a total of six (6) years of annual licensing support. The quotes are broken down into three separate proposals for each two-year contract extension. For contract extensions, unit prices are adjusted three percent annually as identified in the table below:
Original Agreement Amount
Purchase, Install , & Maintain Utility Management Software – October 29, 2018 – October 30, 2019
$137,600
Quote # 2019_1103_SimiValley (2020-21) – First Amendment Amount Annual Licensing – October 1, 2019 – September 30, 2020 $43,600 Annual Licensing – October 1, 2020 – September 30, 2021 $44,908 Two-Year Total: $88,508
Quote #2019_1103_SimiValley (2022-23) – Second Amendment Annual Licensing – October 1, 2021 – September 30, 2022 $46,255 Annual Licensing – October 1, 2022 – September 30, 2023 $47,643 Two-Year Total: $93,898
Quote #2019_1103_SimiValley (2024-25) – Third Amendment Annual Licensing – October 1, 2023 – September 30, 2024 $49,072 Annual Licensing – October 1, 2024 – September 30, 2025 $50,544 Two-Year Total: $99,616
Total 7-Year Contract including extensions $419,622
A total of $ 49,100 was requested for the annual renewal of the Enterprise Utility Management Software License in the FY 2023- 24 Waterworks budget and an amount consistent with the above quotes will be requested in FY 2024-25.
Based on the favorable pricing proposed by Sedaru and the level of services received by the District through the contract, staff recommends the Board of Directors approve the contract extension.
The following alternatives are available to the Board of Directors for consideration:
1. Approve the Third Contract Amendment with Sedaru for professional services to purchase, install and maintain U tility Management Software, RPF PW 18 -05, extending the term through September 30, 2025, and increasing the not to exceed amount by $99,616 for a total not to exceed amount of $419,622. 2 A2361.SR.JD
2. Do not award the contract amendment and provide staff with further direction.
Staff recommends Alternative No. 1.
SUGGESTED BOARD OF DIRECTOR’S MOTION
I move to approve the Third Contract Amendment with Sedaru for professional services to purchase, install and maintain Utility Management Software, RFP PW 18-05, extending the term through September 30, 2025, and increasing the not to exceed amount by $99,616 for a total not to exceed amount of $419,622.
SUMMARY
On October 29, 2018, the District Manager awarded a one (1) year contract to Sedaru for Utility Management S oftware and support in the amount of $137,600. On December 2, 2019, the Board of Directors awarded the First Contract Amendment extending the term for two (2) years and increasing the contract amount by $88,508, with the option of two (2) additional two-year contract amendments. On September 21, 2021, the District Manager approved the S econd Contract Amendment extending the term for two (2) years and increased the not to exceed amount by $93,898. Staff is requesting the Board of Directors approve the Third Contract Amendment, extending the term from October 1, 2023 to September 30, 2025 and increasing the not to exceed amount by $99,616 for a total not to exceed amount of $419,622.
____________________________________
Ronald K. Fuchiwaki
Public Works Director
Prepared by: Matthew Mckenna, Senior Management Analyst
INDEX Page
Third Contract Amendment .............................................................. 4
3 A2361.CON.JD
3rd Amendment – RFP PW 18-05
THIRD AMENDMENT TO CONTRACT BETWEEN THE
VENTURA COUNTY WATERWORKS DISTRICT NO. 8 AND
SEDARU, INC., FOR PROFESSIONAL SERVICES TO
PURCHASE, INSTALL AND MAINTAIN UTILITY
MANAGEMENT SOFTWARE, RFP NO. PW 18-05
THIS THIRD AMENDMENT TO CONTRACT (Third Amendment) is made and entered into in the City of Simi Valley on this 5th day of June, 2023, by and between the VENTURA COUNTY WATERWORKS DISTRICT NO. 8 , a municipal corporation, hereinafter referred to as DISTRICT, and Sedaru, Inc., a Delaware Corporation, hereinafter referred to as CONSULTANT, each a “Party” and collectively, “Parties”.
I. Recitals
A. DISTRICT and CONSULTANT entered into a written contract ("CONTRACT") executed by the Parties on October 29, 2018, for the performance of professional services to purchase, install and maintain utility management software, which is incorporated herein by reference.
B. Thereafter, the DISTRICT and CONTRACTOR entered into a First Amendment to the CONTRACT (“First Amendment”), to extend the term to September 30, 2021 and increase the CONTRACT amount by $88,508 for a total contract not to exceed amount of $226,108, executed by the Parties on December 2, 2019 which is incorporated herein by reference.
C. Thereafter, the DISTRICT and CONTRACTOR entered into a Second Amendment to the CONTRACT (“Second Amendment”), to extend the term to September 30, 2023 and increase the CONTRACT amount by $93,898 for a total contract not to exceed amount of $320,006, executed by the Parties on September 21, 2021 which is incorporated herein by reference.
D. In accordance with paragraph eight ( 8) of the CONTRACT, the Parties desire to extend the term of the CONTRACT for two (2) years for the period October 1, 2023 to September 30, 2025.
NOW, THEREFORE, in consideration of their mutual promises, obligations and covenants hereinafter contained, the parties hereto agree as follows:
II. Amendment
1. Section 2. Term, is amended to read as follows:
“The term of this Contract shall be extended for two (2) years beginning October 1, 2023 to September 30, 2025 (“Extended Term”).”
2. Section 3. Description of Services
, is amended to include the
following:
“During the Extended Term, Consultant agrees to provide Annual Software Renewal and Support more specifically set forth in the “Quote #2019_1103_SimiValley 4 A2361.CON.JD
3rd Amendment – RFP PW 18-05
(2024-25)” attached hereto, and incorporated herein as Exhibit “A” to this Third Amendment.”
3. Section 4. Compensation and Payment , is amended to read as follows:
“E. For the Extended Term of the Contract, District shall pay the Annual Software Renewal Fee as outlined in Exhibit “A”. In no event shall the total amount paid for the Extended Term exceed $99,616, for a total Contract not to exceed amount of $419,622, unless otherwise agreed to by the Parties in writing. Consultant shall not accept work orders from the District if the cost for the work will exceed the amount indicated above unless otherwise agreed to by the Parties in writing.”
4. Mailing Address
. The mailing address of each P arty to this
CONTRACT AMENDMENT is as follows:
DISTRICT Department of Public Works
2929 Tapo Canyon Road
Simi Valley, CA 93063
Staff Contact: Dan Newton
Deputy Public Works Director , Waterworks
Services
(805) 583-6494
CONTRACTOR Sedaru, Inc.
168 East Arrow Hwy, Suite 101
San Dimas, CA 91773
Attn: Andrea Fowles, Account Manager
(818) 868-5986
5. Except as herein amended, all other terms and conditions of the CONTRACT shall remain in full force and effect.
IN WITNESS WHEREOF, the Parties hereto have caused this instrument to be executed the day and year first above written.
Attest: Ventura County Waterworks District No. 8,
A Municipal Corporation
By:
Lucy Blanco, District Secretary Fred D. Thomas, Chair of the Ventura County Waterworks District No. 8
Approved as to Form: Sedaru, Inc.
David L. Caceres, District Counsel By:
Title:
5 A2361.CON.JD
3rd Amendment – RFP PW 18-05
Approved as to Content:
Print Name:
Brian Paul Gabler, District Manager By:
Title:
Johanna Medrano, Print Name:
Deputy Administrative Services Director/
Budget & Purchasing
Ronald K. Fuchiwaki,
Public Works Director
6 A2361.CON.JD
3rd Amendment – RFP PW 18-05
EXHIBIT “A”
THIRD AMENDMENT TO CONTRACT BETWEEN THE
VENTURA COUNTY WATERWORKS DISTRICT NO. 8 AND
SEDARU, INC., FOR PROFESSIONAL SERVICES TO
PURCHASE, INSTALL AND MAINTAIN UTILITY
MANAGEMENT SOFTWARE, RFP NO. PW 18-05
SCHEDULE OF FEES AND PAYMENT MILESTONES
QUOTE #2019_1103_SimiValley (2024-25)
Dated November 3, 2019
Quote #2019_1103_SimiValley (2024-25)
Annual Licensing – October 1, 2023 – September 30, 2024 $49,072 Annual Licensing – October 1, 2024 – September 30, 2025 $50,544 Two-Year Total: $99,616
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