Title
An Ordinance approving the purchase of Cross-Connection Control and Backflow Prevention compliance software portal to SwitComply (sole source) for the amount of $90,500.00 which includes a one-time setup fee of $50,000.00 and an annual fee of $40,500.00 for the Water Utilities Department and authorizing the City Manager to execute all related and necessary documents for the same. (F&BC 12/4/23)
Body
Issue/Request:
An Ordinance approving the purchase of Cross-Connection Control and Backflow Prevention compliance software portal from SwitComply (sole source) for the amount of $90,500.00 which includes a one-time setup fee of $50,000.00 and an annual fee of $40,500.00 for the Water Utilities Department and authorizing the City Manager to execute all related and necessary documents for the same.
Key Issues:
• The main goal of the utility’s Backflow Compliance Program is to safeguard and protect public drinking water by preventing the flow of any unwanted contaminates back into the Public Drinking Water System.
• The utility would like to implement SwiftComply’s software portal to enhance compliance and improve efficiency for all stakeholders.
• SwiftComply has a formal agreement with Advanced Utility Systems for data integration. Advanced Utility Systems is the vendor that Water Utilities uses for its Customer Information System.
• The Cross-Connection Control and Backflow Prevention Compliance software system is proprietary and a Sole Source Agreement provides the Utility the best option to seamlessly integrate data directly from Advanced Utility Systems.
• The utility is seeking to digitize its backflow prevention compliance program. In an ever changing and growing landscape of regulations and technological advancements, the utility needs a reliable, integrated, and future-proof solution to manage this critical compliance program.
• The 2023 Water Utilities Strategic Plan, adopted in October, outlined the need to adopt an online portal solution for the backflow prevention program that includes annual test report management.
Upon award by the City Council, a contract will be executed. A copy of the scope of services is attached.
Proposed City Council Motion:
FIRST MOTION: An Ordinance approving the purchase of Cross-Connection Control and Backflow Prevention compliance software portal from SwitComply (sole source) for the amount of $90,500.00 which includes a one-time setup fee of $50,000.00 and an annual fee of $40,500.00 for the Water Utilities Department and authorizing the City Manager to execute all related and necessary documents for the same.
SECOND MOTION: An Ordinance approving the purchase of Cross-Connection Control and Backflow Prevention compliance software portal from SwitComply (sole source) for the amount of $90,500.00 which includes a one-time setup fee of $50,000.00 and an annual fee of $40,500.00 for the Water Utilities Department and authorizing the City Manager to execute all related and necessary documents for the same.
Background:
The adopted 2023 Water Utilities Strategic Plan identified the need to adopt an online portal solution for the backflow prevention program that includes annual test report management due to the growth of the city. The new solution with SwiftComply will allow for efficient data processing, streamlined notifications to customers, and a portal to accept Annual Backflow Test reports submitted by third party Certified Backflow Testers. Its planned seamless integration with Advanced Utility System will save staff time, prioritize scarce resources and ultimately increase program efficiency and compliance. This integrated solution will allow the utility to provide better service to its customers and local testers. SwiftComply's provides water compliance with their portal for 400 utilities across North America and are currently the only vendor being endorsed by Advanced Utility Systems through a formal agreement.
Presenter
Dom Bennett, Assistant Director of Customer Care, Lee’s Summit Water Utilities
Recommendation
Staff moves to recommend to City Council Approval of an Ordinance approving the purchase of Cross-Connection Control and Backflow Prevention compliance software portal from SwitComply (sole source) for the amount of $90,500.00 which includes a one-time setup fee of $50,000.00 and an annual fee of $40,500.00 for the Water Utilities Department and authorizing the City Manager to execute all related and necessary documents for the same.
...Committee Recommendation
A motion was made by Councilmember Hodges, seconded by Vice Chair Lovell, that TMP-2865 be recommended for approval to the City Council. The motion carried by a unanimous 4-0 vote.