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RESOLUTION RATIFYING THE COUNTY MAYOR�S OR COUNTY MAYOR�S DESIGNEE ACTIONS, AS AUTHORIZED BY SECTION 2-8.2.7 OF THE CODE OF MIAMI-DADE COUNTY, IN APPROVING EXECUTION OF AN AGREEMENT WITH ENERGYCAP, INC. IN THE AMOUNT OF $762,000 TO PURCHASE AN ENERGY UTILITY BILLING MANAGEMENT SYSTEM FOR THE MIAMI-DADE SUSTAINABILITY, PLANNING AND ECONOMIC ENHANCEMENT DEPARTMENT ON BEHALF OF ALL COUNTY DEPARTMENTS AUTHORIZING THE COUNTY MAYOR OR COUNTY MAYOR�S DESIGNEE TO EXECUTE AN AGREEMENT FOR AND ON BEHALF OF MIAMI-DADE COUNTY, TO EXERCISE ANY CANCELLATION AND RENEWAL PROVISIONS, AND TO EXERCISE ALL OTHER RIGHTS CONTAINED THEREIN

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WHEREAS, this Board desires to accomplish the purposes outlined in the accompanying memorandum, a copy of which is incorporated herein by reference,

NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF COUNTY COMMISSIONERS OF MIAMI-DADE COUNTY, FLORIDA, that this Board ratifies the actions of the County Mayor or County Mayor�s Designee, as authorized by Section 2-8.2.7 of the Code of Miami-Dade County, in approving the selection of EnergyCAP, Inc in substantially the form attached hereto and made a part hereof, in the amount of $762,000 for the purchase of an Energy Utility Billing Management System for the Sustainability, Planning and Economic Enhancement Department on behalf of all County departments, authorizes the County Mayor or County Mayor�s designee to execute same for and on behalf of Miami-Dade County and exercise any other rights contained therein.

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Date:

To: Honorable Chairman Joe A. Martinez
and Members, Board of County Commissioners

From: Carlos A. Gimenez
Mayor

Subject: Resolution Ratifying the Action of the County Mayor or County Mayor�s
Designee Relating to the Purchase of an Energy Utility Billing Management
System under the Economic Stimulus Plan

STAFF RECOMMENDATION
RECOMMENDATION
It is recommended that the Board of County Commissioners (Board) adopt the attached resolution ratifying the action of the County Mayor or County Mayor�s designee on October 13, 2011 in approving the purchase and implementation of an Energy Utility Billing Management System (System), from EnergyCAP, Inc., for the Sustainability, Planning and Economic Enhancement Department (SPEED) on behalf of all County departments as authorized by Section 2-8.2.7 of the Code of Miami-Dade County, Economic Stimulus Ordinance.

SCOPE
The System will benefit all County departments; therefore, the impact is countywide.

FISCAL IMPACT/FUNDING SOURCE
The initial purchase of the software, implementation, configuration, interface development, training services, and software escrow in the amount of $650,000 is being funded through the Energy Efficiency and Conservation Block Grant (EECBG) program under the American Recovery and Reinvestment Act of 2009 (ARRA). There are no County general funds required for this phase.

Following the implementation of the System, to be completed by September 2012, Internal Service Funds will be required in the amount of $56,000 per year to provide continued software maintenance support services and software escrow. These funds will be appropriated annually as part of the budget development process.

TRACK RECORD / MONITOR
The staff assigned to manage this contract is Patricia Gomez, Sustainability Program Manager, SPEED.

DELEGATION OF AUTHORITY
The authority of the County Mayor or County Mayor�s Designee to execute and implement this contract is consistent with those authorities granted under the Code of Miami-Dade County, 2-8.2.7 Economic Stimulus Ordinance.

MANAGER'S BACKGROUND
BACKGROUND
The County receives in excess of 4,500 electricity bills on a monthly basis, which totals over one billion kilowatt hours (kWh) of electricity consumption per year with expenses of over $100 million dollars annually. A legacy system that was developed in-house and implemented in the early 1980s is currently used to track energy consumption and related invoices. The legacy system in use is not capable of countywide utility management and has limited functionality when compared with modern utility billing management software. It requires staff to manually enter data into the different financial systems, including the Financial Accounting Management Information System (FAMIS) and Oracle/PeopleSoft Enterprise Resource Planning (ERP) used by County departments. Additionally, all bill auditing is done manually.

In 2009, the Board adopted Resolution R-228-09 requiring a reduction in electricity consumption in County operations by 20 percent from 2007 usage levels by 2014. Subsequently, the County was awarded $12.5 million in federal funds through ARRA for the implementation of the County�s EECBG program. The EECBG program, which is managed by SPEED, includes the objective of obtaining and implementing an energy and utility management solution to update current County processes that will lead to reduced consumption and waste. As a result, SPEED identified the need to implement a modern utility billing management system to meet the County�s energy reduction goals and allocated EECBG funds to obtain a suitable system.

A County team, which included representatives from SPEED, Internal Services Department (ISD), Information Technology Department (ITD), Water and Sewer Department (WASD), Miami-Dade Aviation Department (MDAD) and the Finance Department, prepared a scope of work to acquire and implement a countywide solution. In May 2011, the County issued a competitive Request for Proposals to replace the existing legacy system with one that met the requirements of the EECBG program. The system proposed by EnergyCAP, Inc. will provide an unlimited user software license, configuration, historical data transfer, integration with the County�s financial systems, testing, implementation, training and subsequent software maintenance and support services. The System provides the benefit of introducing technology that will facilitate the transition of all departments to a single utility billing software, as well as billing management and interfaces with the current FAMIS and ERP financial systems, and the INFOR Enterprise Asset Management (EAM) system. It will also link to external data sources provided by Florida Power and Light and the Environmental Protection Agency. The System will allow the County to analyze energy consumption based on numerous factors such as data normalized for weather conditions, actual versus estimated usage, and meter data. Additionally, it will provide a website to allow members of the public to review and track energy usage for both private and commercial properties.

Staff was able to negotiate a reduction of $213,000 from the original proposal to obtain the best value and ensure responsible use of federal funds. Staff was also able to obtain seven additional days of onsite training and additional remote training valued at $17,500 at no additional cost to the County, to allow for customized training to meet the needs of various departments during implementation. Countywide implementation will be facilitated by a County team that includes SPEED, ISD, ITD, WASD, MDAD and Finance.

It is expected that by the acquisition and implementation of this System, the County could potentially reduce electricity charges by up to two percent in the first year, equal to approximately 20 million kWh of electricity and $2 million in energy costs. These potential savings will likely offset the cost of annual maintenance and support services. Throughout the term of the contract, as countywide use of the System is phased in, reductions in electricity charges may exceed five percent or $5 million per year.

On October 13, 2011, the County entered into a contract to purchase and implement the System. Full implementation of the system will be on an expedited timeline because the funds must be expended by September 30, 2012, when the ARRA grant expires.

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Deputy Mayor
Honorable Chairman Joe A. Martinez