Submitted By: Jon Kerr
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Presentation By: Chad Lynch
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Department: Electric Utility
STAFF RECOMMENDATION (Motion Ready):
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Approve the award of a one-year contract for implementation and licenses to Spatial Business Systems for Automated Utility Design software at an estimated cost of $113,500
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OCALA’S RELEVANT STRATEGIC GOALS:
Operational Excellence
PROOF OF PUBLICATION:
N/A
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BACKGROUND:
The City of Ocala Electric Utility (OEU) and the Ocala Fiber Network (OFN) have utilized Schneider Electric Smart Grid Solutions' Small Utility Enterprise License Agreement (SUELA) software for their geographic information system (GIS) operations. This software supports asset management, work order design, and fiber documentation. The agreement has been in effect since 2009, and since 2013, it has been supplemented by a professional service extended support agreement for customizations.
OEU is transitioning to the Automated Utility Design (AUD) plugin for AutoCAD Map 3D, which will serve as its new tool for electric engineering distribution design. This implementation aims to enhance design accuracy, streamline the material ordering process, and automate engineering workflows. Ultimately, these improvements will boost efficiency in electric utility operations.
FINDINGS AND CONCLUSIONS:
On September 16, 2024, the City advertised Sole Source Posting (SSP) No. SSP-228 for the AUD plug-in for the AutoCAD system. This posting was advertised for a period of 15 business days, as mandated by section 120.57(3) of the Florida Statutes. The SSP closed on October 7, 2024, with no protests filed by any other vendors. Spatial Business Systems is the exclusive distributor of AUD.
The implementation of AUD will modernize Ocala’s electric design processes by replacing the existing GIS design software with an integrated, automated system that enhances workflows and minimizes manual errors. AUD offers a configurable and scalable solution that aligns with modern industry standards. Unlike Schneider Electric’s SUELA model, which provides unlimited licenses at a fixed cost, AUD operates on a named user license model, offering greater flexibility in managing software expenses.
FISCAL IMPACT:
Annual costs for Schneider Electric SUELA are $60,000 per year. ARC FM Professional Services Extended Support costs approximately $50,000 annually, for a total of $110,000.
The annual costs for the AUD subscription license are $38,500 in user fees, with an initial one-time implementation cost of $75,000, resulting in an estimated annual savings of $71,500.
Funds for the project Implementation and Annual Service Agreement are in account #457-032-276-531-53-52045.
PROCUREMENT REVIEW:
These goods were procured in compliance with the City’s Procurement Policy.
LEGAL REVIEW:
This Agreement will be reviewed and approved for form and legality by City Attorney, William E. Sexton.
ALTERNATIVE:
• Approve with Changes
• Table
• Deny