Title
Resolution to Approve a Professional Services Agreement with Paradigm Software, LLC for Scalehouse Management Software (Estimated at $23,140.00 for FY1/FY18; $2,386.80 for FY18/FY19; $2,434.54 for FY19/FY20; $2,483.23 for FY20/FY21; $2,532.89 for FY21/FY22)
Memorandum
Attached for your consideration is a resolution to approve a three-year professional services agreement with Paradigm Software, LLC to provide Scalehouse Management Software for the City starting June 1, 2017, with an option to extend the agreement for one additional two-year period.
The City issued Request for Proposal (RFP) No. 999 to solicit proposals from vendors to provide scalehouse software for the City. More specifically, the services requested include the replacement of the City's current contractor provided scale functionality at the Materials Recovery Facility (MRF), which also services the Compost Facility, Transfer Station. The scalehouse software will track all of the various materials coming to, and leaving from these facilities. This data is critical to these operations as it forms the basis for all invoice preparation and verification as well as totals of the various materials streams of solid waste, recyclables and organics received and processed by the City. Until this point, this software and the data itself has been contractually provided by the operator of the MRF and the City has determined that this function should be provided by the City.
RFP No. 999 sought to procure a multi-year contractor for these essential City services. The City received proposals from two scalehouse software companies: Paradigm Software, LLC and AMCS Resource Technology. A staff review committee interviewed both teams. Following review of the proposals and the interviews, the recommendation of the committee is to award the agreement to Paradigm Software, LLC.
Paradigm Software, LLC complies with the requirements of the City’s non-discrimination and living wage ordinances.
Budget/Fiscal Impact
Funding for these services is available in the proposed FY18 Solid Waste Operation and Maintenance Budget. Continuation of the agreement in subsequent years is dependent on the availability of funding. Funding for subsequent years will be included in the budget submittals for those fiscal years.
Sustainability Framework
The work under this agreement is essential to supporting the Responsible Resource Use and Sustainable Systems goals of the City’s Sustainability Framework.
Staff
Prepared by: Christina Gomes, Solid Waste & Recycling Program Coordinator
Reviewed by: Craig Hupy, Public Services Area Administrator
Approved by: Howard S. Lazarus, City Administrator
Body
Whereas, Scalehouse software is a need required for the operations of the Materials Recovery Facility (MRF), Transfer Station (TS), and Compost Facility and has a significant impact on data tracking;
Whereas, Scalehouse software has been provided by the City’s contract operator under their operations contract rather than having the data related to these operations directly under the City’s management and possession;
Whereas, Scalehouse software is necessary to continue uninterrupted services and information related to solid waste that the citizens of Ann Arbor desire and expect;
Whereas, The guiding principles for Ann Arbor’s solid waste program focus on providing services that are cost-efficient and customer-friendly;
Whereas, Paradigm Software, LLC was selected to manage the City’s Scalehouse Software requested in the City’s Request for Proposal (RFP) No. 999;
Whereas, These services will be provided for a period of three (3) years, with the City
reserving an option to extend the agreement term for one additional two-year period;
Whereas, City Council wishes to grant the City Administrator authority to extend the agreement for one two-year period;
Whereas, Funding for these services are available in the FY17 and FY18 Solid Waste Operation and Maintenance Budget if so approved by City Council, and continued services for the remainder of the original term and extension will be subject to the availability of funding; and
Whereas, Paradigm Software, LLC complies with the requirements of the City’s non-discrimination and living wage ordinances.
RESOLVED, That City Council approves a professional services agreement with Paradigm Software, LLC, for scalehouse management software for three years, subject to the availability of funding, and including a provision that the agreement may be extended for one two-year period, subject to the availability of funding;
RESOLVED, That funding for the agreement in the FY17 and subsequent budgets be made available without regard to fiscal year;
RESOLVED, That the Mayor and City Clerk be authorized and directed to execute said agreement after approval as to form by the City Attorney and approval as to substance by the City Administrator;
RESOLVED, That City Council authorizes the City Administrator to approve one two-year extension of the Agreement; and
RESOLVED, That the City Administrator be authorized to take the necessary administrative actions to implement this resolution.