HomeMy WebLinkAbout07 - Amendment to PSA for Web-based Customer Water Use SoftwareQ �EwPoRT
CITY OF
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z NEWPORT BEACH
<,FORN'P City Council Staff Report
April 9, 2024
Agenda Item No. 7
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: Mark Vukojevic, Utilities Director - 949-644-3011,
mvukojevic@newportbeachca.gov
PREPARED BY: Josh Rosenbaum, Senior Management Analyst - 949-644-3011,
josenbaum@newportbeachca.gov
TITLE: Amendment No. 1 to Professional Services Agreement with Aquatrax
LLC for Web -based Customer Water Use Software
ABSTRACT:
The Utilities Department recently completed the installation of 26,000 water meters,
upgrading them to modern digital water meters, and automating meter reading. With this
new technology, near real time water use information can be made available to water
customers. In 2022, following a request for proposals process, the Utilities Department
entered into a two-year service agreement with Aquatrax to develop specific software to
create web -based customer access to water usage information. With this water
conservation tool, water customers can log in and view their water usage and receive
leak alerts. The software has been useful resource for both staff and water customers
and the department seeks to extend the City of Newport Beach's professional services
agreement with Aquatrax for an additional three years
RECOMMENDATIONS:
a) Determine this action is exempt from the California Environmental Quality Act (CEQA)
pursuant to Sections 15060(c)(2) and 15060(c)(3) of the CEQA Guidelines because
this action will not result in a physical change to the environment, directly or indirectly;
and
b) Approve Amendment No. One to the Professional Services Agreement with Aquatrax,
LLC for web -based customer water use software, extending the contract term to
April 30, 2027, and increasing the total agreement compensation by $250,000, and
authorize Mayor and City Clerk to execute the Agreement.
DISCUSSION:
Over the last few years, the Utilities Department replaced all its water meters with new,
technologically advanced digital water meters. These digital meters remotely send daily
water use information to the City, eliminating the need for manual, in -person water meter
reading. The information is then used for the monthly and bimonthly billing process. The
second goal of the project was to further promote water conservation.
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Amendment No. 1 to Professional Services Agreement with Aquatrax LLC for
Web -based Customer Water Use Software
April 9, 2024
Page 2
Prior to the installation of the new digital water meters, meters were read and billed every
two months. Within those two months, a leak on the resident's side of the meter may have
developed and gone unnoticed until a bill was received. With the new digital water meters,
the City's database system collects data regarding potential water leaks and staff then
attempts to contact the water user about the potential water leak. Over the last two years,
staff has detected and notified residents and businesses of over 1,000 water leaks.
City staff developed a request for proposals, soliciting companies to create a web -based
platform where the City's water customers can access and view their water usage. A
committee made up of representatives from the Utilities and Public Works Departments
and the Information Technology Division selected Aquatrax as the preferred vendor.
Aquatrax developed the custom software, integrated with the City's systems, and the
web -based, customer access was rolled out in the fall of 2022, during the last drought.
Approximately 4,000 unique customers have used the system since its implementation.
The Aquatrax software is web -based and embedded within the City's customer online
billing portal. In addition to viewing bills, making payments, going paperless, and
scheduling autopay, customers can also view their detailed water usage — by the hour,
day, week or month - using one login. The software is designed to help customers better
manage their water use, which could result in reducing water waste and saving money
on their bills.
An important feature of the system is its ability to translate and sort data for leak
detections, identifying leaks early before they become costly. With the new software,
residents can sign up to receive alerts for potential water leaks. If a water leak occurred,
they can view and visualize when it started/stopped and how much water was used.
Often, water leaks may not be visible and can occur within landscaping, toilets, faucets,
and slabs, going straight into the soil or sewer.
The Aquatrax software is also used by City staff due to its ease of use, robust data sorting
capabilities, and high -quality graphics. Staff uses it for leak analysis, high usage analytics,
and to assist in generating and quantifying the various reports the City is required to
submit to the State of California. Further, the State Water Resources Control Board is
considering adopting revised Title 23 Urban Water Use Efficiency Standards, whereby,
each water agency would be required annually to track water use, minimize the cost
associated with water loss, and meet commercial and industrial water use standards.
In summary, staff is pleased with the Aquatrax tool. It adds value to the City's water
conservation and early leak detection efforts and it is a useful resource for residents and
businesses. Staff recommends City Council approval of an amendment to the City's
professional services agreement with Aquatrax, extending the term three years to
April 30, 2027, and increasing the agreement amount by $250,000. If the amendment is
approved, staff will launch additional outreach efforts to further promote this resource to
water customers.
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Amendment No. 1 to Professional Services Agreement with Aquatrax LLC for
Web -based Customer Water Use Software
April 9, 2024
Page 3
FISCAL IMPACT:
The adopted budget includes sufficient funding for these professional services. It will be
expensed to the Water Fund Water Conservation Activities account in the Utilities
Department, 7019052-841063.
ENVIRONMENTAL REVIEW:
Staff recommends the City Council find this action is not subject to the California
Environmental Quality Act (CEQA) pursuant to Sections 15060(c)(2) (the activity will not
result in a direct or reasonably foreseeable indirect physical change in the environment)
and 15060(c)(3) (the activity is not a project as defined in Section 15378) of the CEQA
Guidelines, California Code of Regulations, Title 14, Chapter 3, because it has no
potential for resulting in physical change to the environment, directly or indirectly.
NOTICING:
The agenda item has been noticed according to the Brown Act (72 hours in advance of
the meeting at which the City Council considers the item).
ATTACHMENT:
Attachment A — Amendment No. One to the Professional Services Agreement with
Aquatrax LLC for Web -based Customer Water Use Software
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ATTACHMENT A
AMENDMENT NO. ONE TO
PROFESSIONAL SERVICES AGREEMENT
WITH AQUATRAX LLC FOR
MOBILE AND CLOUD -BASED WATER TRACKING AND COMPLIANCE
MANAGEMENT PLATFORM
THIS AMENDMENT NO. ONE TO PROFESSIONAL SERVICES AGREEMENT
("Amendment No. One") is made and entered into as of this 9th day of April, 2024
("Effective Date"), by and between the CITY OF NEWPORT BEACH, a California
municipal corporation and charter city ("City"), and AQUATRAX LLC, a California limited
liability company ("Consultant"), whose address is 4 Sunrise Avenue, Irvine, CA 92603,
and is made with reference to the following:
RECITALS
A. On May 18, 2022, City and Consultant entered into a Professional Services
Agreement ("Agreement") to provide Mobile and Cloud -Based Water Tracking and
Compliance Management Platform ("Project").
B. The parties desire to enter into this Amendment No. One to amend the Agreement
to reflect certain on -call service provisions in Section 2, Section 3.1, Section 4 and
Section 16 of the Agreement, to reflect additional Services not included in the
Agreement, to extend the term of the Agreement to April 30, 2027, to increase the
total compensation, and to update Section 25.3 of the Notices section.
NOW, THEREFORE, it is mutually agreed by and between the undersigned parties
as follows:
1. TERM
Section 1 of the Agreement is amended in its entirety and replaced with the
following: "The term of this Agreement shall commence on the Effective Date, and shall
terminate on April 30, 2027, unless terminated earlier as set forth herein."
2. SERVICES TO BE PERFORMED
Section 2 to the Agreement is amended in its entirety and replaced with the
following:
"2.1 Consultant shall diligently perform all the services described in the Scope
of Services attached hereto as Exhibit A and incorporated herein by reference ('Services"
or "Work"). City may elect to delete certain Services within the Scope of Services at its
sole discretion. Upon written request from the Project Administrator as defined herein,
Consultant shall provide a letter proposal for any as -needed Services/Additional Modules
requested by the City (hereinafter referred to as the "Letter Proposal"). The Letter
Proposal shall include the following:
2.1.1 A detailed description of the Services to be provided;
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2.1.2 The position of each person to be assigned to perform the Services,
and the name of the individuals to be assigned, if available;
and
2.1.3 The estimated number of hours and cost to complete the Services;
2.1.4 The time needed to finish the specific project.
2.2 No as -needed Services shall be provided until the Project Administrator has
provided written acceptance of the Letter Proposal. Once authorized to proceed,
Consultant shall diligently perform the duties in the approved Letter Proposal."
Exhibit A to the Agreement shall be supplemented to include the Scope of
Services, attached hereto as Exhibit A and incorporated herein by reference ("Services"
or "Work"). Exhibit A to the Agreement and Exhibit A to this Amendment No. One shall
collectively be known as "Exhibit A." The City may elect to delete certain Services within
the Scope of Services at its sole discretion.
3. TIME OF PERFORMANCE
Section 3.1 of the agreement is amended in its entirety and replaced with the
following:
"3.1 Time is of the essence in the performance of Services under this Agreement
and Consultant shall perform the Services in accordance with the schedule included in
Exhibit A and the Letter Proposal. In the absence of a specific schedule, the Services
shall be performed to completion in a diligent and timely manner. The failure by
Consultant to strictly adhere to the schedule set forth in Exhibit A and the Letter Proposal,
if any, or perform the Services in a diligent and timely manner may result in termination
of this Agreement by City."
4. COMPENSATION TO CONSULTANT
Section 4 of the Agreement is amended in its entirety and replaced with the
following:
"4.1 City shall pay Consultant for the Services on a time and expense not -to -
exceed basis in accordance with the provisions of this Section and the Letter Proposal
and the Schedule of Billing Rates attached hereto as Exhibit B and incorporated herein
by reference. Consultant's compensation for all Work performed in accordance with this
Agreement, including all reimbursable items and subconsultant fees, shall not exceed
Three Hundred Seventy Thousand Dollars and 00/100 ($370,000.00), without prior
written authorization from City. No billing rate changes shall be made during the term of
this Agreement without the prior written approval of City.
4.2 Consultant shall submit monthly invoices to City describing the Work
performed the preceding month. Consultant's bills shall include the name of the person
who performed the Work, a brief description of the Services performed and/or the specific
task in the Scope of Services to which it relates, the date the Services were performed,
the number of hours spent on all Work billed on an hourly basis, and a description of any
AQUATRAX LLC Page 2
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reimbursable expenditures. City shall pay Consultant no later than thirty (30) calendar
days after approval of the monthly invoice by City staff.
4.3 City shall reimburse Consultant only for those costs or expenses specifically
identified in Exhibit B to this Agreement and the Letter Proposal or specifically approved
in writing in advance by City.
4.4 Consultant shall not receive any compensation for Extra Work performed
without the prior written authorization of City. As used herein, "Extra Work" means any
Work that is determined by City to be necessary for the proper completion of the Project,
but which is not included within the Scope of Services and which the parties did not
reasonably anticipate would be necessary at the execution of this Agreement.
Compensation for any authorized Extra Work shall be paid in accordance with the
Schedule of Billing Rates as set forth in Exhibit B and the Letter Proposal."
The total amended compensation reflects Consultant's additional compensation
for additional Services to be performed in accordance with this Amendment No. One,
including all reimbursable items and subconsultant fees, in an amount not to exceed Two
Hundred Fifty Thousand Dollars and 00/100 ($250,000.00).
Exhibit B to the Agreement shall be supplemented to include the Schedule of
Billing Rates, attached hereto as Exhibit B and incorporated herein by reference. Exhibit
B to the Agreement and Exhibit B to Amendment No. One shall collectively be known as
"Exhibit B."
5. SUBCONTRACTING
Section 16 of the Agreement is amended in its entirety and replaced with the
following: "The subcontractors authorized by City, if any, to perform Work on this Project
are identified in Exhibit A and the Letter Proposal. Consultant shall be fully responsible
to City for all acts and omissions of any subcontractor. Nothing in this Agreement shall
create any contractual relationship between City and any subcontractor nor shall it create
any obligation on the part of City to pay or to see to the payment of any monies due to
any such subcontractor other than as otherwise required by law. City is an intended
beneficiary of any Work performed by the subcontractor for purposes of establishing a
duty of care between the subcontractor and City. Except as specifically authorized herein,
the Services to be provided under this Agreement shall not be otherwise assigned,
transferred, contracted or subcontracted out without the prior written approval of City."
6. NOTICES
Section 25.3 of the Agreement is amended in its entirety and replaced with the
following: "All notices, demands, requests or approvals from City to Consultant shall be
addressed to Consultant at:
Attn: Amit Sharma
AQUATRAX, LLC
4 Sunrise
Irvine, CA 92603"
AQUATRAX LLC Page 3
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7. INTEGRATED CONTRACT
Except as expressly modified herein, all other provisions, terms, and covenants
set forth in the Agreement shall remain unchanged and shall be in full force and effect.
[SIGNATURES ON NEXT PAGE]
AQUATRAX LLC Page 4
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IN WITNESS WHEREOF, the parties have caused this Amendment No. One to be
executed on the dates written below.
APPROVED AS TO FORM:
CITY ATTORNEY'S OFFICE
Date: 3 2k .
By:
xvylAttorndy
n C. 3 �]s
ATTEST:
Date:
Leilani i. Brown
City Clerk
Attachments
CITY OF NEWPORT BEACH,
a California municipal corporation
Date:
By:
Will O'Neil
Mayor
CONSULTANT: AQUATRAX LLC, a
California limited liability company
Date:
By:
Amit Sharma
Chief Executive Officer/
Managing Member
Date:
Bv:
Prachi Sharma
Secretary/
Managing Member
[END OF SIGNATURES]
Exhibit A -- Scope of Services
Exhibit B — Schedule of Billing Rates
AQUATRAX LLC Page 5
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EXHIBIT
SCOPE OF SERVICES
AQUATRAX LLC Page A-1 7.9
AMENDED SCOPE OF SERVICES
Description:
The overall goal is to have a mobile and cloud -based water tracking and compliance management
platform for both its customers and for internal use. A technology platform designed to be user
friendly and intuitive with customizable visual dashboards, alert notifications, consumption
analytics, and reporting modules. Consultant shall deliver a product with the following capabilities:
1) Tools to simplify compliance reporting/auditing with SB 555, SB 606
2) Real-time water usage/budget
3) Business analytics accessing real-time AMI usage data
4) Graph and tabular display of billed consumption, Infosend a -Bill Presentment, and AMI
consumption data
5) Ability to identify high/low water users and leak analytics
6) Automatic notification to customers of high consumption and leak detection
7) Customer engagement platform — mobile and web portal
8) Capability to configure consumption target rules by customer class
a. SFR and MFR e.g. Household * 55 gallons * Days in Billing Cycle / 748) +
(Outdoor Square Footage * Daily evaporations * .7 * .62/748)
b. 3 year running average (2019 baseline)
9) Ability to utilize City owned ETo weather station data
10) Daily sync of City owned demographic and consumption data via API or file transfer
UTILITY PORTAL
The scope of the project shall include the implementation and maintenance of the following
Utility Portal facing features and capabilities:
1) Dashboard interface that has the same view as customer portal with additions noted
below.
2) Customer Segmentation Analytics and Dashboard
3) High Usage or Above Allocation Usage and Leak Analytics
4) Ability to send notifications to one or many customers via push notification or email
5) Weather and Landscape coefficient -based Water Budget Analysis
6) Customer AMI Usage data
7) Integration with Mueller AMI, Infosend and Tyler Munis
8) Ad -Hoc reporting capabilities against all data contained within the proposed solution.
9) Ability to export all reporting data to Excel/CSV
10) Billing history consumption display and comparison
11 ) Ability to take notes in a structured form
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CUSTOMER PORTAL
The scope of the project shall include the implementation and maintenance of the following
Customer Portal facing features and capabilities:
1) Infosend Single Sign -On built in for customer portal login
2) SSO Authentication from Infosend for direct login
3) Infosend a -Bill Integration
4) Data Integration with Infosend, Mueller
5) AMI Dashboard
6) Track Usage and Compare
7) Display consumption data in hourly, daily, weekly, monthly increments
8) Communication via email and or a chatbot.
9) Ability to submit a variance for budget allocation
EXPANDED SCOPE/ADDITIONAL SERVICES FOR EACH PORTAL:
• AMI Leak Management
• Case Worker Assignment
• AMI Conservation Reports
• Meter Insight
• Water Continuous Consumption, Performance, and UI/UX enhancements
• Missing AMI reads
• Data Transfer Notifications
AS -NEEDED SERVICES/ADDITIONAL MODULES
AquaTrax, with approval of the City's Project Manager, may perform special projects or integrate
new applications to the City Utility and/or Customer Portals.
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EXHIBIT B
SCHEDULE OF BILLING RATES
AQUATRAX LLC Page B-1 7-12
EXHIBIT B
SCHEDULE OF BILLING RATES
MOBILE AND CLOUD -BASED WATER TRACKING AND COMPLIANCE MANAGEMENT
PLATFORM
DESCRIPTION OF ONGOING MAINTENANCE
SERVICES
COST
Utility Portal: Customer Dashboard, Customer
segmentation analytics and reports, Customer GIS Map,
Customer Information, Account Information, Meter
Information, Property Information, Billing Information, High
Usage Ana[ytics, Notifications, Issue Management
$36,540
Variance Request, AMI Mueller Data, Admin, Reports
(annual)
Customer PortallApp: SSO built in for customer portal;
Data integration with Infosend; Dashboard; Usage tracking
and comparing; AMI data integration; Display hourly and
daily data; Notifications.
Expanded Scope for Each Portal: AMI Leak
Management, Caseworker assignment, AM I Conservation
$5,000
Reports, Meter Insight, Water Continuous Consumption,
(annual)
Performance, and UIIUX enhancements, Missing AMI
Reads, Data Transfer Notifications.
TOTAL COST MAINTENANCE OF PORTALS (1 YR)
$41,540
TOTAL COST MAINTENANCE SERVICES AND CLOUD
HOSTING FEES (3-YRS) (Includes 2.5% CPI
$145,000
Adjustment)*
AS -NEEDED SPECIAL PROJECTS OR APPLICATIONS
UP TO $105,000 TOTAL
TO THE UTILITY AND/OR CUSTOMER PORTALS
TOTAL NOT TO EXCEED COMPENSATION (3-YRS)
UP TO $250,000
*CFI adjustment of 2.5% each year on the annual ongoing maintenance costs. Any third -party costs such
as Microsoft Azure cloud hosting, etc., will be passed through to the City. (The total hosting cost will be
shared evenly across the number of customers with AquaTrax. The hosting cost may actually go down as
Consultant integrates new customers on the cloud platform). For the City, the hosting cost will not exceed
$5,000 per year.
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