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Exhibit 1 - Agenda Information SheetCity of Denton _____________________________________________________________________________________ AGENDA INFORMATION SHEET DEPARTMENT: Procurement & Compliance CFO: Antonio Puente, Jr. DATE: January 28, 2020 SUBJECT Consider adoption of an ordinance of the City of Denton, a Texas home-rule municipal corporation, authorizing the City Manager to execute a contract with SSP Innovations, LLC, for the aid of Denton Municipal Electric (DME)’s Operation Technology and related software systems, which is the sole provider of this software, in accordance with Texas Local Government Code 252.022, which provides that procurement of commodities and services that are available from one source are exempt from competitive bidding, and if over $50,000 shall be awarded by the governing body; and providing an effective date (File 7210 – awarded to SSP Innovations, LLC, in the five (5) year not-to-exceed amount of $2,000,000). The Public Utilities Board recommends approval (6 - 0). INFORMATION/BACKGROUND The City of Denton utilizes and maintains a master repository of records and maps for the installed electric system equipment. A geographic information/facilities management system (referred to as “GIS”) was the method chosen by the City of Denton (COD) twenty-three years ago. GIS software assists electric utilities by increasing productivity and improving services through effective management of spatial data. ESRI was selected as the base system, and the companion Schneider Electric ArcFM electrical specialty line was selected for the electric system data application. This allows DME the capability to run database queries on the transmission and distribution electric systems infrastructure, fiber communications infrastructure, create engineering and operations maps and provide electronic maps for field use. The electric GIS has become a core product for DME and is now used to provide GIS data that assists with financial fixed asset accounting, budget preparations, and presentations requiring governing board approvals, distribution engineering analysis, and outage management tracking and reporting. Technology Services delivers operational data to all departments within DME. The DME maps, as well as the key system integrations, are necessary for day-to-day functioning. As well as GIS, the department also manages the Outage Management System (OMS), Interactive Voice Response system (IVR), Mobile Workforce Management (MWFM), Fiber Communications infrastructure, Inspections, Mobile Mapping, Public Facing Outage Map, and Internal Web Mapping Applications. The OMS also integrates with the Supervisory Control and Data Acquisition (SCADA), Customer Information System (CIS), IVR systems, and the Advanced Metering Infrastructure (AMI). In 2014, a five-year work plan was established that would identify the major GIS related software implementations and integrations that DME would need to utilize in the changing electric utility landscape. The result of this two-year period of work is a long-term work plan for the department through 2024 and a plan for a five-year Professional Services Agreement with SSP Innovations, LLC. City Hall 215 E. McKinney Street Denton, Texas www.cityofdenton.com In 2017, the DME GIS group was migrated to the Technology Services group to improve the organizational synergies and group like functions under one department. Several projects were completed under the PSA. The long-term plan for the DME-TS group focused on five main pillars: • Improve GIS data development & develop data standards for electric & fiber data • Improve & expand application implementations & integrations that improve efficiencies • Promote & expand awareness of GIS capabilities & educate decision-makers to the benefits of GIS • Offer & improve training & technical support to day-to-day users of GIS and related systems. • Continue to offer available and accessible systems with 24/7 support The result of this planning was the identification of a need for professional services to assist in deploying a robust set of software implementations, integrations, and customizations at DME. SSP Innovations has been selected as the vendor to enter into a PSA contract to assist in these projects. SSP Innovations has a proven track record of work within the Telecom and Electric utility industries. The Denton Municipal Electric has utilized SSP Innovations to deliver GIS consulting needs to the DME organization since 2016. Services are performed by SSP Professional Services staff who possess unique and extensive experience in the planning and implementation of GIS products and application technology for electric utilities. SSP Innovations staff have an in-depth understanding of ESRI, ARC FM and OMS responder product technology, access to the newest software developments, and visibility into future product directions. SSP has built several tools to assist DME to better monitor, analyze, design, and maintain the transmission and distribution systems. These tools are unique to SSP and provide insight into our system. One tool is a product called Sync. Sync will allow DME to maintain interfaces and functionality with critical systems such as Responder and the Trilliant AMI network. This product was designed based on real-world experiences helping customers diagnose and resolve their system performance problems. Sync will be only available from SSP and staff research has not identified any other providers of a software with the capabilities of Sync. Sync is available only as part of the SSP services contract. If Sync is not used, then Technology Services would need to identify a similar custom product that has not been tested or recommended by ESRI, which is our current GIS application provider. SSP Innovations is a fifteen-year-old utility GIS consulting company that is based near Denver, Colorado. SSP Innovations has the most extensive experience with Schneider Electric ArcFM implementation and integration projects. In 2015 and 2016, ESRI awarded SSP Innovations with Partnership Awards at the ESRI Partner Conference. SSP Innovations is also a member of ESRI’s 12 member ESRI Partnering Advisory Council. Technology Services recognizes the partnership between ESRI and SSP Innovations and the importance of this relationship to the future of the utility GIS industry. SSP Innovations has performed installation, configuration, data conversion, data modeling, and training projects for many utilities. SSP Innovation’s work with solution-oriented consulting will help DME with many projects including database health and tuning, upgrades, and filling needed technological gaps with customization and integration projects. SSP Innovations has performed GIS integrations with Customer Information Systems (CIS), Enterprise Asset Management (EAM), Work Management Systems, Inventory, Payroll, Engineering Analysis, Outage Management Systems, Document Management, One-Call (Line Locate), Mobile Work Force Management (MWFM), Integrated Voice Response, Customer Notification Systems, Materials Management and more. SSP Innovations has performed work with many other municipal utilities across the United States including Garland Power & Light (Garland, TX), CPS Energy (San Antonio, TX), City of Houston (Houston, TX), City of New Braunfels (New Braunfels, TX), Memphis Light Gas & Water (Memphis, TN), and Burbank Water & Power (Burbank, CA). SSP Innovations also has worked with CoServ (Corinth, TX), Texas-New Mexico Power (Lewisville, TX), Tri-County Electric (Azle, TX), Alabama Power (Birmingham, AL) and Georgia Power (Atlanta, GA). Section 252.022 of the Local Government Code provides that procurement of sole source commodities and services are exempt from competitive bidding, if over $50,000, shall be awarded by the governing body. PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS) On January 13, 2020, the Public Utilities Board (PUB) recommended this item to the City Council for consideration. RECOMMENDATION Award with a contract to SSP Innovations, LLC, as a sole source supplier, for the aid of Denton Municipal Electric (DME)’s Operation Technology and related software systems in an amount not to exceed $2,000,000. PRINCIPAL PLACE OF BUSINESS SSP Innovations, LLC Centennial, CO ESTIMATED SCHEDULE OF PROJECT This is a five (5) year contract. FISCAL INFORMATION These services will be funded from Technology Services job cost account 840095744.1365.30100. Requisition # 143207 has been entered into the Purchasing software system in the amount of $184,998. The budgeted amount for this item is $2,000,000. EXHIBITS Exhibit 1: Agenda Information Sheet Exhibit 2: LLC Members Exhibit 3: Ordinance and Contract Respectfully submitted: Lori Hewell, 349-7100 Purchasing Manager For information concerning this acquisition, contact: Melissa Kraft, 349-7823. Legal point of contact: Mack Reinwand at 940-349-8333.