TO:Andrew P. Powers, City Manager
FROM:Clifford G. Finley, Public Works Director
DATE:January 16, 2024
SUBJECT: Task and Compliance Management Platform for Environmental Compliance Programs
RECOMMENDATION:
1. Approve a five-year agreement for Task and Compliance Management Platform with Locus Technologies (Mountain View, CA) beginning February 1, 2024, through January 31, 2029, for a not-to-exceed amount of $233,400.
2. Approve a single-source designation to Locus Technologies for the Task and Compliance Management Platform.
3. Authorize expenditure in the amount of $34,664 for FY 2023-24 as follows:
$11,302 from A/C #177-5320-631-3122 (Stormwater Fund, Computer Software), $11,681 from A/C #621-8240-685-3122 (Wastewater Fund, Computer Software), and $11,681 from A/C #611-8070-685-3122 (Water Fund, Computer Software); and expenditure in the amount of $48,000 for FY 2024-25 as follows: $16,000 from A/C #177-5320-631-3122 (Stormwater Fund, Computer Software), $16,000 from A/C #621-8240-685-3122 (Wastewater Fund, Computer Software), and $16,000 from A/C #611-8070-685-3122 (Water Fund, Computer Software).
4. Find that this action is not a project as defined under the California Environmental Quality Act (CEQA).
FINANCIAL IMPACT:
No Additional Funding Requested. $34,664 is included in the Adopted FY 2023- 24 and $48,000 is included in the Adopted FY 2024-25 Stormwater Fund, Water Fund and Wastewater Fund budgets. The remaining funds will be requested during the upcoming biennial budget process.
Task and Compliance Management Platform for Environmental Compliance Progs.
January 16, 2024
8 9
0 BACKGROUND:
The Environmental Compliance (EC) Division within the Public Works Department plays a crucial role in enforcing three key environmental programs: drinking water quality, stormwater management, and wastewater pretreatment.
In February of 2022, staff recognized the need to collect timely field data during inspections. In accordance with Government Code section 4526 and Thousand Oaks Municipal Code section 3-10.401, staff issued an informal Request for Proposals (RFP) to explore potential software solutions. The objective was to find a system capable of replacing the EC Division’s outdated and unsupported Microsoft Access Database that would document a variety of inspections conducted by City staff and capture water quality data essential for report generation. Three proposals were received, and Locus Technologies provided the most effective software solution that met all the desired features, provided a timely turnaround, and presented the best overall value. The software provides the ability to capture and record data electronically when staff conducts field investigations of water quality and environmental programs. The data is transmitted via a secured Cloud-based platform, with integration into the City’s Geographic Information System (GIS). The software also tracks regulatory deadlines and milestones for a variety of environmental permits and generates various reports.
On April 6, 2022, the City entered into a two-year Professional Services Agreement with Locus Technologies for the design and implementation of software applications at a not-to-exceed cost of $70,500. The agreement expires on January 31, 2024.
DISCUSSION/ANALYSIS:
Locus Technologies’ proprietary software has met or exceeded all of the City’s expectations over the past two years. Their customer service and product support has been exemplary, and their software system continues to improve to meet current regulatory changes. This strategic decision ensures continuity, cost- effectiveness, and continued support for EC operations, aligning with the City’s long-term objectives in environmental management. Therefore, a single source designation is requested to continue service to the City. The proposed five-year service agreement encompasses software support, upgrades, licensing fees, and the design and implementation of new applications.
Given the success of the initial implementation and the efficiencies gained, staff recommends City Council approve a single-source designation and five-year Professional Services Agreement (Attachment #1) with Locus Technologies at a not-to-exceed amount of $233,400.
Task and Compliance Management Platform for Environmental Compliance Progs.
January 16, 2024
8 9
0 COUNCIL GOAL COMPLIANCE:
Meets the following City Council goals:
C. Operate City government in a fiscally and managerially responsible and prudent manner to ensure that the City of Thousand Oaks remains one of California's most desirable places to live, work, visit, recreate, and raise a family.
F. Provide and enhance essential infrastructure to ensure that the goals and policies of the Thousand Oaks General Plan are carried out and the City retains its role and reputation as a leader in protecting the environment and preserving limited natural resources.
PREPARED BY: Kim Sherman, Sr. Purchasing Specialist
Paul Jorgensen, Water Quality Supervisor
Attachments:
Attachment #1 – Locus Technologies Professional Service Agreement DPW:530-10\ev\Council\2024\011624\Task and Compliance Management Platform for Environmental Compliance Programs staff report.docx