REPORT TO COUNCIL
SUBJECT
Title
Action on an Agreement for Services with DLT Solutions, LLC. for the Acquisition and Implementation of a Drawing Management System to be Funded by Silicon Valley Power
Report
COUNCIL PILLAR
Deliver and Enhance High Quality Efficient Services and Infrastructure
BACKGROUND
The City of Santa Clara’s Electric Utility, Silicon Valley Power (SVP), generate power and operates transmission and distribution facilities. SVP’s Engineering Division maintains approximately 8,000 drawings to support these facilities in various formats such as Computer Aided Design (CAD), Adobe PDF, and Microsoft Word documents. These files are used by SVP Engineering and field personnel, as well as authorized contractors and vendors for maintenance, repairs, or other services on SVP facilities.
Currently, these drawings and documents are managed manually by the SVP Maps & Records (M&R) group. To improve efficiency, the M&R group requires a Drawing Management System (DMS) to assist in organizing and managing its drawings and related documents. The DMS will have the capability to store master copies of all documents, provide version control to drawings, track documents as they are checked in/out, and allow easy information sharing among users.
DISCUSSION
Pursuant to Section 2.105.140(c) of the Santa Clara City Code, a formal Request for Proposals (RFP) was conducted, with the award recommendation based on “best value.”
The RFP for the Acquisition and Implementation of a Drawing Management System was published on the City’s e-procurement system on November 16, 2023. Two proposals were received on January 11, 2024, from the following firms:
• DLT Solutions, LLC (DLT)
• SDLC, DBA Transform Digital, LLC
The proposals were independently evaluated by a three-member panel against the evaluation criteria published in the RFP, including experience, technical capability, proposed solution, and cost. The evaluation panel determined that the proposal from DLT was the best value and fully met the requirements of the RFP.
The proposed agreement with DLT includes (a) software subscription services for AutoDesk Vault, Vault Client Utilities, and Vault Server Utilities; (b) one-time implementation services including design, configuration, and training; and (c) ongoing software support services under DLT’s annual ProductivityNow support plan. Implementation services are expected to be completed by February 15, 2025, after which the software subscription services will begin and be effective for three years. The maximum compensation of the agreement is outlined in Table 1 below.
Table 1
|
Description |
Total |
|
Implementation Services |
$ 50,144.44 |
|
AutoDesk Vault Software Three-Year Subscription ($2,475.40 x 45 Users) |
$111,393.00 |
|
Vault Client Utilities Three-Year Subscription Services |
$ 1,105.56 |
|
Vault Server Utilities Three-Year Subscription Services |
$ 200.00 |
|
ProductivityNow Support Services ($7,333.94 x 3 years) |
$ 22,001.82 |
|
Total |
$184,844.82 |
|
|
|
|
Funding for Additional Software Subscriptions/Services/Contingency |
$215,155.18 |
|
Total Maximum Compensation (Initial Term) |
$400,000.00 |
Under the proposed agreement, SVP will have the ability to purchase additional software subscriptions for new staff as needed. Of the total compensation amount of $400,000, there is $215,155.18 set aside as a contingency for these additional software subscriptions and additional services that may be required to meet SVP’s future demands. In addition, this contingency will cover any future rate increases.
After the initial term, staff requests authorization for the City Manager to take any actions as necessary to implement and administer the agreement and negotiate and execute amendments to (a) add or delete services consistent with the scope of services; (b) adjust future rates to account for changes in software license subscription, annual support services, and other services required, (c) exercise renewals for software subscriptions and support services for up to an additional six years (for a total term of up to nine years), and (d) increase the maximum compensation by up to $400,000 for maximum compensation not to exceed $800,000 over a nine-year term.
ENVIRONMENTAL REVIEW
Staff recommends that the City Council determine that the action being considered does not constitute a “project” within the meaning of the California Environmental Quality Act (“CEQA”) pursuant to section 15061(b)(3) of Title 14 of the California Code of Regulation as it can be seen with certainty that there is no possibility that the software and implementation services in question will have a significant effect on the environment.
FISCAL IMPACT
The maximum compensation under the initial proposed Agreement with DLT Solutions, LLC is $400,000. Sufficient funds are available in the FY 2024/25 Adopted Operating Budget in the Electric Utility Fund and may be included in capital project budgets where appropriate.
Funds required for this agreement in future years if the maximum compensation is increased to $800,000, will be requested through the normal budget process.
COORDINATION
This report has been coordinated with the Finance Department and the City Attorney’s Office.
PUBLIC CONTACT
Public contact was made by posting the Council agenda on the City’s official-notice bulletin board outside City Hall Council Chambers. A complete agenda packet is available on the City’s website and in the City Clerk’s Office at least 72 hours prior to a Regular Meeting and 24 hours prior to a Special Meeting. A hard copy of any agenda report may be requested by contacting the City Clerk’s Office at (408) 615-2220, or by email to: clerk@santaclaraca.gov <mailto:clerk@santaclaraca.gov>.
RECOMMENDATION
Recommendation
1. Authorize the City Manager or designee to execute a service agreement and license agreement with DLT Solutions, LLC for a Drawing Management System including all software, implementation, configuration, training, support, maintenance, and related professional services for a term commencing on or about November 15, 2024, and ending on or about February 28, 2028, with a maximum compensation not to exceed $400,000 to be funded by the SVP Operating or Capital Fund, subject to the appropriation of funds and the review and approval as to form by the City Attorney; and
2. Authorize the City Manager to City Manager to take any actions as necessary to implement and administer the agreements and to negotiate and execute amendments to (a) add or delete services consistent with the scope of the agreements; (b) adjust future rates to account for changes in software license subscription, annual support services, and other services required; (c) exercise renewals for software subscriptions and support services for up to an additional six years (for a total term of up to nine years); and (d) increase the maximum compensation by up to an additional $400,000 for maximum compensation not to exceed $800,000 over a nine-year term, subject to the appropriation of funds and the review and approval as to form by the City Attorney.
Staff
Reviewed by: Manuel Pineda, Chief Electric Utility Officer
Approved by: Jovan D. Grogan, City Manager
ATTACHMENTS
1. Proposed Agreement for Services with DLT Solutions, LLC