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File #: 23-1713    Version: 1 Name: 11/20/23 - Aclara Maintenance Fees Amendment 1
Type: Resolution Status: Passed
File created: 11/20/2023 In control: City Council
On agenda: 11/20/2023 Final action: 11/20/2023
Enactment date: 11/20/2023 Enactment #: R-23-417
Title: Resolution to Approve Amendment No.1 to the Annual Software Support, Maintenance and License Fees Agreement for AclaraONE with Aclara Technologies LLC ($19,420.82, Total Contract not to exceed $240,028.18)
Attachments: 1. Ann Arbor Mobile Programmer Quote Q20649.pdf, 2. Original Aclara Maintenance Agreement.pdf, 3. R-19-512.pdf, 4. Email explaining Aclara Fees.pdf, 5. 2023-06-02_ACLARA TECHNOLOGIES LLC - Amendment 1.pdf

Title

Resolution to Approve Amendment No.1 to the Annual Software Support, Maintenance and License Fees Agreement for AclaraONE with Aclara Technologies LLC ($19,420.82, Total Contract not to exceed $240,028.18)

Memorandum

Your approval is requested for Amendment No.1 to the annual software support, maintenance and license fees for AclaraONE with Aclara Technologies LLC.

 

Council resolution R-19-512 approved annual software support, maintenance and license fees for five years to Aclara Technologies LLC for AclaraONE. AclaraONE is used to read water meters remotely. During installation, the project team elected to utilize the Aclara Wireless Network (AWN) to send meter reads to the office from the data collector units positioned throughout the City. The original maintenance agreement failed to include the language authorizing this. In addition, Public Works needs to begin phasing in mobile programming software. The current meter programmers are no longer being made and there are no more spare units available.

 

Amendment No.1 to the Aclara software license agreement authorizes both the use of the AWN and the Mobile Programmers. Fees for the mobile programmers and the AWN with 5% yearly increases after year two of the agreement are listed below.

 

 

Agreement Year

Period

AWN Fee

Wireless Coils

Setup Fee

Programmer Fee

Partial

Jan 20-Aug 20

$960.00

 

 

 

Year 1

Sep 20-Aug 21

$1,440.00

 

 

 

Year 2

Sep 21-Aug 22

$1,440.00

 

 

 

Year 3

Sep 22-Aug 23

$1,512.00

 

 

 

Year 4

Sep 23-Aug 24

$1,587.60

$2,205.00

$2,822.70

$2,822.70

Year 5

Sep 24-Aug 25

$1,666.98

 

 

$2,963.84

 

Totals

$8,606.58

$2,205.00

$2,822.70

$5,786.54

 

 

Budget/Fiscal Impact: Funds for this purchase are available in the approved Water Supply System and Sewage Disposal Operations and Maintenance Budgets. Future fiscal years are subject to budget approval by City Council.

 

Aclara Technologies LLC complies with the requirements of the City’s Non-discrimination and Living Wage ordinances.

Staff

Prepared by:                        Paul Matthews, Interim Manager, Public Works

Reviewed by:     Brian Steglitz, Public Services Area Administrator

Approved by:      Milton Dohoney Jr., City Administrator

Body

Whereas, Aclara Technologies LLC, is the developer of the advanced metering infrastructure solution used to remotely read water meters;

 

Whereas, Purchase of the annual support, maintenance and software license from Aclara Technologies LLC for AclaraONE is necessary to receive applications updates and maintain customer support and was approved by R-19-512 on November 18, 2019;

 

Whereas, Public Works is using the Aclara Wireless Network (AWN) and needs to phase in use of new mobile programming software;

 

Whereas, Aclara Technologies LLC complies with the requirements of the City’s Non-Discrimination and Living Wage Ordinances;

 

Whereas, Funding for the use of the AWN and mobile programming software is available in the Water and Sewage Operations and Maintenance budgets; and

 

Whereas, Funding for future years are subject to annual budget appropriations by City Council;

 

RESOLVED, That City Council approve Amendment No. 1 to the annual support, maintenance and license fee agreement for AclaraONE with Aclara Technologies LLC in the amount of $19,420.82; and

 

RESOLVED, That the City Administrator be authorized to take the necessary administrative actions to implement this resolution.