HomeMy WebLinkAbout2018-06-12 - AGENDA REPORTS - HYDROPOINT DATA SYSTEMS SUBSCRIPTION RENEWAL (2)16
irrigation services for more than 2,400 acres of irrigated landscaped areas.
WeatherTrak is the standardized irrigation controller system for the LMD operation, with 722
individual controllers deployed throughout the City. In the eight years since incorporating WBIC
into the LMD operation, the City has collectively saved more than two billion gallons of water.
Today, the City maintains the largest single deployment of WBICs in the United States and is
considered a leader in water conservation best management practices.
Beyond accessing real-time weather data, renewal of the subscription services also provides
performance and track actual water usage by incorporating data from billing by meter. These
tools will allow staff to evaluate the water efficiency performance at the individual controller
level and provides access to a technical support specialist who assists in training and helping to
resolve field-based problems with the irrigation systems.
A wireless and data management system is required to operate weather-based irrigation
controllers to access real-time weather information and realize operational water savings. An
initial three-year subscription for wireless and data management services was included in the
base award for each of the first three contracts. As the initial 540 controllers came on-line during
the first two years, the incremental activation of services created different subscription ending
dates.
In 2013, the City Council awarded a five-year contract to HydroPoint Data Systems that
provided deeply discounted
smart controllers at one time, as opposed to incrementally over the course of multiple years. In
the preceding five years, through annexations and new development, the organization has added
an additional 177 irrigation controllers bringing the current total to 722.
Earlier this year, staff engaged HydroPoint Data Systems to discuss pricing associated with a
five- system. The chart below
identifies multi-year discounted costs for the existing inventory of controllers.
Multi-Annual Monthly Daily Proposed
No. of Term Year Cost/ Cost/ Cost/ Common Renewal
Controllers (Years) Discount Controller Controller Controller End Date Amount
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АЋЋ Ќ Ў͵ЉЉі υЌЎЍ͵ЌЏ υЋВ͵ЎЌ υЉ͵ВБ ЏΉЌЉΉЋЉЋЊ υАЏАͲЎЍЋ͵ЏБ
АЋЋ Ў ЋВ͵АЎі υЋЏЋ͵ЉЎ υЋЊ͵БЍ υЉ͵АЌ ЏΉЌЉΉЋЉЋЌ υВЍЏͲЉЊЋ͵ЉЉ
АЋЋ А ЌЋ͵ЎЉі υЋЎЊ͵АБ υЋЉ͵ВБ υЉ͵АЉ ЏΉЌЉΉЋЉЋЎ υЊͲЋАЋͲЎЉЍ͵ВЏ
HydroPoint Data Systems was established in 2002 and has developed contracts with numerous
municipal, state, federal, and private sector entities. Similar to Santa Clarita, many of these
entities have elected to execute long-term contracts with HydroPoint Data Systems, extending
from five to fifteen years to secure discounted pricing.
Similar to the City Counci-year
agreement with HydroPoint Data Systems to support continued wireless and data management
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services assocThe proposed agreement will lock in a favorable rate
for any additional future controllers installed within the five-year term. The City will realize
operational cost savings through the execution and pre-payment of a five-year agreement for
subscription services.
ALTERNATIVE ACTION
1. Direct staff to enter into a one, three, or seven year agreement with HydroPoint Data
Systems.
2. Other action as determined by the City Council.
FISCAL IMPACT
Upon approval of the recommended actions, sufficient funds will be available to expenditure
accounts identified in Attachment II, effective July 1, 2018.
ATTACHMENTS
Attachment II - Controller Appropriations
Proposal (available in the City Clerk's Reading File)
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16.a
Attachment: Attachment II - Controller Appropriations (WeatherTRAK Subscription Renewal)
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Agenda Item: 17
CITY OF SANTA CLARITA
AGENDA REPORT
CONSENT CALENDAR
CITY MANAGER APPROVAL:
DATE: June 12, 2018
SUBJECT: CONTRACT AWARD TO INNOVATIVE INTERFACES
INCORPORATED FOR INTEGRATED LIBRARY SYSTEM
DEPARTMENT: Neighborhood Services
PRESENTER: Rebecca Widdison
RECOMMENDED ACTION
City Council:
1. Award a three-year agreement to Innovative Interfaces Inc. for the Santa Clarita Public
year, plus Consumer Price Index (CPI), plus up to two additional one-year renewal options
beginning in year four, not to exceed the annual amount of $99,167, plus CPI.
2. Authorize the City Manager, or designee, to execute all associated documents subject to City
Attorney approval; modify the award in the event that issues of impossibility of performance
arise; and execute up to two one-year renewal options not to exceed the cost of the previous
year plus an adjustment based on CPI.
BACKGROUND
On January 9, 2018, the City Council authorized staff to proceed with the Santa Clarita Public
Library (SCPL) transition to in-house operation and staffing effective July 1, 2018. As a part of
the transitional responsibilities, staff entered into an agreement with Innovative Interfaces, Inc.
for the integrated library system (ILS), Polaris. This agreement allowed SCPL to transfer data
from the ILS under the private contract to a new ILS following the transition. SCPL has been
using this data management system since its inception. Polaris manages physical and digital
resources and library patron accounts. Library staff uses Polaris to manage material and patron
records.
SCPL since 2011, it d to Innovative
Interfaces Inc.
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1.An LMD Site Profile and set-up is performed on a one-time basis at the start of the
service for each of your sites. Historical water data, when available, is entered into
the system. Target budgets are also entered. Site contact personnel, roles and
responsibilities are comprehended, and then personnel are enrolled in alert
notifications and automatic report delivery. This ensures that we have all of the
necessary baseline information, which provides the basis for understanding
performance going forward.
2.Once an LMD Site Profile has completed these steps, our ongoing services provide
continual coverage, with regular attention to ensuring that the WeatherTRAK systems
on your site are delivering you optimal performance.
The HydroPoint Hydro Analytics team analyzes historic water bills, irrigation hydro-
zones, and water agency restrictions to customize the HydroPoint solution to each
individual property:
·Water bill import Your historic water bills provide an essential baseline from which
to determine future performance and savings. Where possible, we request that you
provide up to three years of monthly water bills for each site (as CSV files, in a
format that is separately defined), and we will enter them into our system to begin
ongoing tracking.
·LIR calculations Evapotranspiration (ET) data and hydro-zone maps are used to
determine the landscape irrigation requirements for each site.
·Compliance set-up Local water agency restrictions are reviewed and compliance
limitations established.
·Water savings budget A water budget is developed in collaboration with your team,
that maintains landscape health, meets compliance requirements, and optimizes water
savings.
·Dedicated support A HydroPoint Customer Success Specialist is assigned to
provide a consistent point of contact, and to ensure familiarity with your sites,
configurations, and specific requirements.
·Performance Management Center Support This new, worldwide resource combines
our team of Hydro Analysts with state-of-the-art analytics tools to support your
account manager and on-site teams with attaining peak efficiency and optimal
landscape health.
·Water bill management Monthly water bills (in the required CSV format) will be
entered into the system on a regular basis.
·Compliance management Local water agency restrictions are reviewed on a
quarterly basis for changes and compliance requirements are updated, if necessary.
·Notifications Alerts notify your internal and maintainer teams of issues that can
significantly affect landscape health or water savings. Advisories will notify them of
recommended actions to take, or those performed on their behalf to improve savings
or address issues.
·Reports Weekly and Monthly reports are sent to designated individuals within your
organization and at your maintainers.
24/7 monitoring/management HydroPoint systems monitor water usage around
the clock, and alerts are issued whenever equipment or other issues might
significantly affect savings or landscape health.
·Remote configuration changes/advisories Your local landscape maintainers will be
advised of timing for events requiring their action, such as winterization. And out-of-
limits situations can be remotely corrected, as you permit.
·Escalation management Customer Success team directly contacts site maintainers
and managers to escalate issues, assist in troubleshooting, and coordinate solutions.
·Workflow management Notifications are distributed to individuals you identify at
your landscape maintainers, as well as others you may designate within your
organization. We assist in ensuring that the right people receive the right information
at the right time, and that issues are being addressed and resolved in a timely manner.
Best Practices Training Quarterly webinars and briefs assist landscape maintainers in
understanding the best practices for effective water management.
Full access to HydroPoint University Maintainers have access to the full range of
training available through HydroPoint online webinars, self-paced classes and video
training materials..
Figure 2. Monthly Summary Report (Email)
Figure 3. Weekly Status Report (Email)