AUTHORIZATION TO ENTER INTO AN AGREEMENT WITH PARADIGM SOFTWARE, LLC, TO PURCHASE WEIGH SCALE SOFTWARE SUPPORT SERVICES FOR THE LANDFILL
Staff Contact: Jack Friedline, Director, Public Works
Purpose and Recommended Action
This is a request for City Council to authorize the City Manager to enter into an agreement with Paradigm Software, LLC (Paradigm) for an initial five-year period and in an amount not to exceed $69,687.60 for the purchase of weigh scale software support services. This request also authorizes the City Manager, at her discretion, to renew the agreement for one additional five-year period and for a total dollar amount not to exceed $139,375.20 over the full ten-year period.
Background
The City of Glendale Landfill and Materials Recycling Facility (MRF) operation has three weigh scales on site to service and process over 150,000 customers annually. Two scales are set as manual use scales and the other is an unattended, radio frequency scale. These scales capture weights to be able to complete many different types of landfill and recycling transactions. Paradigm is the software used to complete the detailed transactions and to generate reports, which include information that is used for billing or provided to our state regulators, commercial customers, and internal or external auditors.
This software support services agreement provides technical and maintenance support, updates, and enhancements required in order to avoid any unnecessary down time with the weigh scale operations.
Analysis
The Landfill and MRF have been utilizing the same version of Paradigm software (Version 2) that was purchased and installed for the scale house and accounting operations in 2002. Paradigm is currently offering Version 6, which will provide a significant software upgrade. The software upgrade is covered in more depth under a separate council action, which requests approval to enter into a system implementation and license agreement with Paradigm Software, LLC. This software support services agreement is required in conjunction with the system implementation and license agreement in order for the Landfill and MRF to receive or schedule any required technical and maintenance support on an as needed basis as well as to provide for periodic software updates or enhancements.
Materials Management has reviewed and approved the special procurement submitted by the Landfill division of the Public Works Department. The approval is based on conformity to existing equipment and service.
Previous Related Council Action
On June 27, 2002, Council approved the purchase of Paradigm Software under contract C-4550. The maintenance agreement was entered into on July 1, 2002 under contract C-4555. These contracts expired in July of 2012 and the Landfill has been functioning under a yearly maintenance agreement in order to complete the special procurement process.
Community Benefit/Public Involvement
The scale software support services agreement enhances the ability of the Glendale Landfill and MRF to effectively manage the cash collection, customer account, and general accounting services necessary in order to continue as a progressive and well-managed solid waste operation for the City of Glendale and its citizens.
Budget and Financial Impacts
Funding is available in the fiscal year FY 2014-15 Landfill Enterprise fund operating and maintenance budget. Expenditures with Paradigm Software, LLC are not to exceed $13,937.52 annually (which includes a service charge of $8,937.52 per year plus an annual $5,000 contingency for additional work or services) or $69,687.60 during the initial five-year term of the contract, and in an amount not to exceed $139,375.20 over the full ten-year period with Council budget approval.
Cost |
Fund-Department-Account |
$13,937.52 |
2440-17710-522700, Landfill Enterprise Fund |
Capital Expense? No
Budgeted? Yes
Requesting Budget or Appropriation Transfer? No
If yes, where will the transfer be taken from?