Meeting Date: February 13, 2012
From: Mike Thornton, Purchasing Manager
Subject: Resolution approving the purchase of software and professional services and authorizing the Mayor and City Clerk to accept by signature a price quote to SunGard Public Sector.
Staff recommends approval of the resolution authorizing the purchase and accepting the price quote by signature to SunGard Public Sector for $108.070.00.
The purpose of this purchase is to acquire the necessary software and professional services to allow the City to do a mass meter exchange of electric meters and interface smart meter billing reads to the existing SPS Customer Information System for utility billing. The City currently uses the full suite of software applications for City operations.
Smart Metering Module - $46,800.00. The City will purchase the smart meter module to allow for customer data to be updated efficiently and ‘in mass’ when existing electric meters are removed and replaced by the new smart meters as part of the smart grid project. When an electric meter is replaced, there are established steps that must be performed to insure the meter and customer information is updated as well as recording the readings so billing can take place accurately and on-time. The Smart Meter Module will automate the exchange of these meters.
Following the first twelve months, this software module will have an annual recurring maintenance fee of $10,400.00.
Real Time Pricing Module - $22,230.00. The City currently has a single fixed electric rate per KWh. This software module will be needed when the City changes the rate schedule to something other than a fixed rate. This module will perform the calculations needed for billing under a rate structure other than a single fixed electric rate.
Following the first twelve months, this software module will have an annual recurring maintenance fee of $4,940.00.
Professional Services - $39,040.00. Professional services for minor software program changes, implementation/project management services and staff training on the use of the new software modules are included in the purchase cost. This is a one-time non-recurring cost.
This purchase is part of and required for the Smart Meter/Smart Grid project previously approved by Commission November 28, 2011 under resolution numbers 8958 and 8959
1. Approve the purchase request to SunGard Public Sector for $108.070.00; or
2. Such alternative action as the Commission may deem appropriate
The $108,070.00 is included in the project budget currently being established by the Finance Department within the accounting system. Staff budgeted a total of $93,500.00 within the project for integration to the existing Sungard Customer Information System. The shortfall on this specifc item will be made-up by savings in other expense items within the project. Following the first twelve months, there will be an annual recurring maintenance cost on both of these modules totaling $15,340.00. Funds for the ongoing maintenance fees will be budgeted in future fiscal years. These fees will be due following the first twelve (12) months.
This expense does qualify as a reimbursable cost (50%) under the Department of Energy (DOE) AMI Grant. The City will cover the up-front cost and then request reimbursement from the DOE with other AMI related expenses.
Department: _Information Technology____
Prepared by: _Mike Thornton_________
Attachments: Yes_X__ No ______
Advertised: ____Not Required __X___
Attorney Review : Yes___ No ____
Reviewed by: Dept. Head ________
Finance Dept. __________________
Deputy C.M. ___________________
City Manager ___________________
Account No. _041-1070-531.34-10___
Project No. __SMARTG________
WF No. _____NA______________
RESOLUTION OF THE CITY COMMISSION OF THE CITY OF LEESBURG, FLORIDA AUTHORIZING THE MAYOR AND CITY CLERK TO APPROVE BY SIGNATURE A PRICE QUOTE FOR THE PURCHASE OF TWO SOFTWARE MODULES AND PROFESSIONAL SERVICES FOR SMART METER INTEGRATION FROM SUNGARD PUBLIC SECTOR FOR A TOTAL OF $108,070.00; AND PROVIDING AN EFFECTIVE DATE.
IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF
THAT the Mayor and City Clerk are hereby authorized to sign a price quote as approval of the purchase from SUNGARD PUBLIC SECTOR whose address is 1000 Business Center Drive, Lake Mary, Florida 32746 for the purchase of the Smart Metering, Real Time Pricing software modules and professional services providing for Smart Meter data integration with the current Customer Information System.
THAT this resolution shall become effective immediately.
PASSED AND ADOPTED by the City Commission of the City of Leesburg, Florida, at a regular meeting held the 13th day of February 2012.