CITY COUNCIL STAFF REPORT
MEETING DATE: February 1, 2017
PREPARED BY: Dan Repp, Deputy Director for Utilities Services
APPROVED BY: City Manager
Title
APPROVE SOFTWARE SERVICES LICENSING AGREEMENT FOR WATER AND SEWER ASSETS AND NETWORK MANAGEMENT
END
RECOMMENDATION(S)
RECOMMENDATION
Approve a multi-year agreement with IDModeling, of Arcadia, CA, for software licensing services for asset management, network management, and SCADA integration for the Water and Sewer system, totaling $164,640.
BODY
COUNCIL PRIORITIES, GOALS & STRATEGIES:
Ongoing Priorities
Enhancing public safety
2016 Focus Areas
Enhancing Our Services
REPORT NARRATIVE:
In the Utility Division's ongoing efforts to improve efficiency and effectiveness through the use of technology, a contract was set up in 2012 with IDModeling, a software developer and technology company, to integrate Sewer and Water system databases into one cloud-based tool known as Sedaru. The Utility Division selected the IDModeling Sedaru product to replace an older data management system call iWater. The Sedaru product provided a combination of features useful to field staff such as web based mobile data input, real time data updates, and work task tracking and assignments.
Moving from the iWater system to Sedaru required several steps including adding the iWater databases to Sedaru, configuring Sedaru to accommodate the water and sewer maintenance work flows, aligning Sedaru to work with the City's GIS data, and providing a connection the utility monitoring system (SCADA). In addition, the work included integrating Sedaru into City networks, developing system maintenance, criteria and defining a work task assignment processes for the water and sewer systems. The overall objective is to create a data center that is accessible through mobile devices for the tracking and monitoring of critical Water and Sewer assets.
Staff completed the work described above through three separate agreements with IDModeling with an approximate value of $20,000 each. The work was divided to avoid disruption of daily operations and maintenance activities and to provide staff exposure to the new system as it was developed. For example, the water utility was the first to go live on the new system and it only focused on valve turning work task. This gave staff a chance learn how use mobile devices and record their activities. Connecting the utility monitoring system was the next step which allowed reporting of water pressures and equipment status so staff could see these as they do their work. And finally, the sewer utility was incorporated into Sedaru to complete the integration. The Sedaru system is operational for both the water and sewer utilities and staff using it on a daily basis. The only remaining task is to achieve real time mapping functionality which requires a live connection with City's GIS mapping system. The Information Services and Planning Division working to make the necessary changes to the GIS program.
Staff has had the opportunity to review and appraise IDModeling capabilities at each phase of development, ensuring that the system performs as needed. The system makes it possible for staff to monitor and track critical assets through desktop computers, as well as mobile devices. Training in the use of the Sedaru technology is now a routine requirement for all Utility crewmembers.
With the implementation and integration work complete, the agreement being presented for City Council consideration provides for the on-going subscription for the Sedaru platform and technical support services. The agreement would pay for annual licensing through June 30, 2020. In addition it includes technical support services billed on an hourly basis (up to 100 hours per year at $165 per hour). The technical support services include Sedaru software reconfiguration, retraining of existing or new City staff, hydraulic model analysis and updates, and other related services.
COMMUNITY ENGAGEMENT: Inform
This report serves to inform the community of the recommended agreement for software for the City’s water and sewer system.
ALTERNATIVE ACTIONS:
The City Council could decline to enter into an agreement with IDModeling. Without the agreement, staff could no longer use the IDModeling product. Staff would need to seek alternate ways to record and track operations and maintenance activities.
PRIOR CITY COUNCIL AND COMMISSION ACTIONS:
There have been no prior City Council or Commission actions on this item.
FISCAL AND RESOURCE IMPACT:
Funding for this service is included in the two-year budget for FY 2016/17 and FY 2017/18, for the first two years of this multi-year agreement. The Water Operations and Sewer Operations budgets, will equally share the cost. No budget adjustments are required at this time. The annual payments of $41,160 for this agreement represent the maximum amount that can be spent because $16,500 of this amount consists of billings for managed services of up to 100 hours per year.
CEQA (California Environmental Quality Act):
Not a Project
LINKS/ATTACHMENTS:
Agreement