Title
Solid Waste Scale Management System - Requirements Contract - RFP 19-SW-005 (Ordinance S-45134)
Description
Request to authorize the City Manager, or his designee, to enter into a new contract with Paradigm Software, LLC to provide software and support of a new solid waste scale management system for the Public Works Department. Further request authorization for the City Controller to disburse all funds related to this item. The total amount will not exceed $1,500,000 for the term of the contract.
Report
Summary
A solid waste scale management system is necessary for the scalehouse operations at the City's open landfill and two transfer stations to document transaction information including commodity, net tonnage and fees. The data collected in the solid waste scale management system is used for compliance with intergovernmental agreements with Arizona Department of Environmental Quality and Arizona Department of Weights and Measures.
The current system was implemented in 2003 and has exceeded its useful life. The current system does not provide business solutions or system enhancements to align with evolving operations to maintain industry standards. This item has been reviewed and approved by the Information Technology Services Department.
Procurement Information
In accordance with Administrative Regulation 3.10, the Public Works Department issued a Request for Proposals (RFP) 19-SW-005 to seek an entity to provide scale management software and support at the City's two transfer stations and one open landfill. Two proposals were received on May 23, 2018 and then evaluated by a panel that included representation from the Public Works and Finance departments. The evaluation panel individually scored the proposals on the following criteria: Business and Technical Capabilities, Method of Approach and Pricing with 1,000 maximum possible points.
The evaluation panel recommends Paradigm Software, LLC for the contract award as the best value to the City based on the following consensus scores.
Paradigm Software, LLC: 907 Points
AMCS Group Inc.: 818 Points
Contract Term
The term of this contract will commence on Jan. 1, 2019 with an initial three-year contract term. Provisions of the contract may include an option to extend the term up to six additional years in increments of two years, which may be exercised by the City Manager or designee.
Financial Impact
The contract value will not exceed $1,500,000 for the nine-year contract term including extensions. Funds are available in the Public Works Capital Improvement Program and Operating budgets.
Location
North Gateway Transfer Station, 30205 N. Black Canyon Hwy.
27th Avenue Transfer Station, 3060 S. 27th Ave.
State Route 85 (SR85) Landfill, 28361 W. Patterson Road
Council Districts: 2, 7 and Out of City
Department
Responsible Department
This item is submitted by Deputy City Manager Karen Peters and the Public Works Department.