The URL can be used to link to this page

Home My WebLink About09.b EDB Single Source- Aquatic Informatics Final EXECUTIVE SUMMARY AGENDA ITEM: Request for Single Source Procurement with Aquatic Informatics Inc. for implementation of CCUA's Water and Wastewater Treatment Facilities Compliance Data Management System. Date: June 12, 2025 BACKGROUND: Staff is seeking approval for a single source procurement with Aquatic Informatics Inc., for the CCUA Water and Wastewater Treatment Facilities Data Management System. CCUA operates nineteen (19) water treatment facilities and seven (7) wastewater treatment facilities, generating an extensive amount of data from laboratory analyses of compliance sampling. Efficient and accurate management of this data is essential for regulatory compliance, operational effectiveness, and informed decision-making. The Environmental Compliance Dept anent researched several potential database solutions. This process included reviewing multiple vendor demonstrations and engaging with three (3) companies to obtain detailed information to determine the best solution for CCUA's needs. After thorough evaluation, we determined that Aquatic Informatics Inc.'s Water Information Management System (WIMS) Rio, a regulatory compliance and operation data management system for drinking water and wastewater, is the preferred solution. This system excels in data collection and extraction, integrates seamlessly with CCUA's existing laboratory services providers,CCUA's upcoming Laboratory Information Management Systems (LIMS) and CCUA's SCADA system, and offers customizable dashboards and compliance monitoring reporting. The staff's decision to recommend Aquatic Informatics was based on several factors: • Ease of Use: The WIMS Rio system simplifies data management processes. • Integration Capabilities: It connects effectively with existing systems, enhancing operational efficiency. • Stakeholder Feedback: Input from various departments and conversations with other government entities confirmed the product best aligns with CCUA's operational requirements and objectives. • Cost-Effectiveness: The long-term costs associated with Aquatic Informatics Inc., were found to be competitive and reasonable. Per Resolution 2024/2025-07 of CCUA's Procurement Policy, Section 7.4.1.8, software developers are considered exempt from the competitive procurement process due to the specific expertise of services provided. //AW(Author) //HW,JR,AE (Review) //DM(Final) BUDGET: Staff budgeted $120,000 within the FY 2024/2025 departmental capital budget for compliance management software. Aquatic Informatics Inc.provided a proposal of$88,424.92 for WIMS Rio product and services. RECOMMENDATION: Staff respectfully requests the Board of Supervisors grant single source status to Aquatic Informatics Inc., for CCUA's Water and Wastewater Treatment Facilities Compliance Data Management System. ATTACHMENTS: Aquatic Informatics Inc., Proposal //AW(Author) //HW,JR,AE (Review) //DM(Final) CID O AQUARIUS 0 AQUATIC WIMS Platform WATERTRAX ® WIMS Rio Informatics (co. CI LINKO WIMS Premier �� TOKAY Quote 00022050 Details: Created On: 22 Apr 2025 Expires On: 31 Oct 2025 Prepared For: Jeremy Johnston johnston@clayutility.org Clay County Utility Authority 3176 Old Jennings Road Middleburg, Florida 32068 United States Submitted By: Jake Mickelson jake.mickelson@aquaticinformatics.com Aquatic Informatics Inc. Page 1 of 8 Confidential-Company Proprietary CD' AQUARIUS AQ U AT I C WIMS Platform® WIMS Rio x) WATERTRAX Informatics cz. cv LINKO WIMS Premier 0 TOKAY Quote Summary Quote to add all Drinking Water and Wastewater Facilities in Clay County to WIMS Rio. This also includes Sample Manager, LIMS/SCADA interfaces, report creation, implementation costs, and training. Product WIMS-RIO-E-MGD WIMS Rio (MGD-Based) WIMS Rio software subscription for water or wastewate, treatment plants based on Million Gallons per Day(MGD). Subscription includes WIMS Rio with unlimited users, access to mobile application, and standard product features including dashboards, reporting, and dynamic spreadsheets. Price is based on total MGD of all treatment plants. Rio subscription for DW Plant(discount applied due to groundwater) WIMS-RIO-E-MGD WIMS Rio(MGD-Based) WIMS Rio software subscription for water or wastewater treatment plants based on Million Gallons per Day(MGD). Subscription includes WIMS Rio with unlimited users, access to mobile application, and standard product features including dashboards, reporting, and dynamic spreadsheets. Price is based on total MGD of all treatment plants. Rio Subscription for WW Plant Aquatic Informatics Inc. Page 2 of 8 Confidential-Company Proprietary CD' O AQUARIUS 0 AQUATIC WIMS Platform WATERTRAX CI Rio Informatics ®, OLINKO WIMS Premier 0 TOKAY RIO-GS-L/XL Rio Guided Implementation Service (Large/XL) The Customer will be provided up to eight(8) weekly guided implementation sessions essential to the operation of Rio. These sessions range from approximately 1-3 hours and are joint implementation/system configuration training sessions, which include analysis of the customers' requirements, demonstrations of the required configuration (so that the complete configuration can be undertaken by the customer)and review of the customer completed implementation. The customer is required to complete their configuration of the SW between each session so that the next week's session may progress. On average it is expected that the customer will commit to approximately 2- 4 hours per week outside of the guided implementation sessions to complete their work.Additional effort from the customer may be required depending on the complexity of the customer's operations and the current state of the customers'data. RIO-SAMP-MGD WIMS Rio Sample Manager(MGD-Based) WIMS Rio Sample Manager add-on for a single water or wastewater treatment system based on Million Gallons per Day(MGD). Subscription includes access to mobile application, and standard product features including scheduling, sample collection, and dynamic spreadsheets. OPTIONAL Sample Manager subscription for DW Plant(discount applied due to groundwater) RIO-SAMP-MGD WIMS Rio Sample Manager(MGD-Based) WIMS Rio Sample Manager add-on for a single water or wastewater treatment system based on Million Gallons per Day(MGD). Subscription includes access to mobile application, and standard product features including scheduling, sample collection, and dynamic spreadsheets. OPTIONAL Sample Manager subscription for WW Plan Aquatic Informatics Inc. Page 3 of 8 Confidential-Company Proprietary _' AQUARIUS AQ U AT I C WIMS Platform® WIMS Rio x } WATERTRAX Informatics �. cv LINKO WIMS Premier 0 TOKAY RIOSAMPSVC Rio Sample Manager Guided Implementation Service The Customer will be provided up to four(4) weekly guided implementation sessions essential to the operation of Rio Sample Manager. These sessions range from approximately 1-2 hours and are joint implementation/system configuration training sessions, including(1) How to setup analytes and test groups, (2) Scheduling samples, entering results, and connecting data to Rio, (3) Using the mobile app, intro ti reports, and(4) Review of the customer completed implementation as required. OPTIONAL: Covers implementation of Sample Manager for WW and DW facilities WIMS-IMPRT-LAB WIMS Interface - Lab Data Lab Data import subscription for the WIMS Platform. Price for a single standard Lab interface, for a single system/operation with automatic data ingestion. Automatically imports LIMS Data WIMS-LIMS_INT-STRTUP WIMS LIMS Interface Configuration and Training Implementation and training service to configure a LIMS interface with the WIMS software. The customer's participation is critical for successful implementation of the interface with the customer providing;a fully complete list of Sample Locations and Analyte Codes. The interface will be configured remotely via several implementation sessions as required based on the specific interface, this service includes remote training on the specific configuration so additional configuration can be undertaker. by the customer if required. In cases where the Generic LIMS interface is used, one(1)custom query to pull the sample location, analyte, units, result, datestamp, and the two User Defined(LIMS UD1 &LIMS_UD2)is included. If additional data fields are requested, custom services will be required. WIMS-IMPRT-SCADA WIMS Interface -SCADA SCADA import subscription for the WIMS Platform. Price for a single standard SCADA interface, for a single system/operation with automatic data ingestion. Automatically imports SCADA Data Aquatic Informatics Inc. Page 4 of 8 Confidential-Company Proprietary CD' O AQUARIUS 0 AQUATIC WIMS Platform WATERTRAX CI Rio Informatics ®, OLINKO WIMS Premier 0 TOKAY WIMS-SCDA_INT-STRTUP WIMS SCADA Interface Configuration and Training Implementation and training service to configure a SCADA interface with the WIMS software. The customer's participation is critical for successful implementation of the interface with the customer providing;a fully configured SCADA system to feed the WIMS software along with a complete list detailing the SCADA tags to be configured. The interface will be configured remotely via several implementation sessions as required based on the specific interface, this service includes remote training on the specific configuration so additional configuration can be undertaken by the customer if required. This service includes the configuration of one SCADA interface from the availble SCADA interface list. RIO-DMR-CONFG-M Rio Single DMR Report Configuration (Medium) Creation of a single DMR report template for Rio with up to 50 rows or parameters. The customer's participation is critical for successful implementation of the report with the customer providing, required layout, a comprehensive list of parameters to be included, and access to knowledgeable staff who can provide critical information required as part of the development process. This service does not include any configuration of the Rio subscription to meet reporting needs. The delivered report template is subject to Aquatic Informatics Open-Source Support Model. Estimate based on reports sent. Can provide additional reports if needed. Aquatic Informatics Inc. Page 5 of 8 Confidential-Company Proprietary CD' O AQUARIUS 0 AQUATIC WIMS Platform WATERTRAX CI Rio Informatics ®• OLINKO WIMS Premier 0 TOKAY WIMS-OSTRN-2DAY WIMS Onsite Training (2-day) The 2 day training agenda will include half a day for basic, one day of advanced and half a day for adminlsuper user training. This service includes: •Project admin • Training advance planning • Travel to location • Two days onsite training • Travel from location •Project close-out meeting In person training still recommended based on amount of facilities. Remote training would also be available if price/budget is a concern. AA-RIO Aquatic Academy User Subscription -WIMS Rio Annual user subscription to the Aquatic Academy, a state- of-the-art learning management system for superior customer education and training. Provides access to online courses for WIMS Rio software and is available 24x7x365. Users will learn at their own pace on their own schedule and complete quizzes and earn a final certification to ensure comprehension.All courses are available to take as many times as desired. The Aquatic Academy is an ideal solution for new users, refresher training for power users and everything in between. Unlimited Users Summary of Products & Services GRAND TOTAL: $88,424.92 USD All prices are quoted exclusive of taxes. Aquatic Informatics Inc. Page 6 of 8 Confidential-Company Proprietary CID O AQUARIUS 0 AQUATIC WIMS Platform ® WATERTRAX ® WIMS Rio Informatics (co. CI LINKO WIMS Premier CI TOKAY Order Details To proceed with a purchase, please sign this quote (preferably via Docusign)and provide us with a Purchase Order(PO) so we can process your order and provide you with payment instructions. Please email your Purchase Order to jake.mickelson@aquaticinformatics.com and please reference quote 00022050. Jake Mickelson Aquatic Informatics Inc. jake.mickelson@aquaticinformatics.com 5600 Lindbergh Dr Loveland, CO 80538 FEIN: 47-2917533 Terms and Conditions By signing this quote, you are agreeing to the Aquatic Informatics' Terms and Conditions (located at https://aquaticinformatics.com/terms-conditions/) and online Service Offering and Service Level Agreement (see links below). This agreement is made between the customer named above ("Subscriber") and Aquatic Informatics Inc., having an address at 5600 Lindbergh Dr, Loveland, CO 80538 ("Provider"), and sets forth the terms and conditions on which Aquatic Informatics will supply Products and Services to the customer. All Aquatic Informatics Software (exceptions noted below): • SaaS: Services Offering and Service Level Agreement https://aquaticinformatics.com/saas-service-offering/ • On-Premise: Software License Agreement https://aquaticinformatics.com/on-premise-software/ Exceptions: • WIMS Online: WIMS Online Services Offering and Service Level Agreement https://aquaticinformatics.com/wims-online-sass/ • WIMS On-Premise: WIMS On-Premise Software License Agreement https://aquaticinformatics.com/wims-on-premise/ Aquatic Informatics Inc. Page 7 of 8 Confidential-Company Proprietary CID O AQUARIUS 0 AQUATIC WIMS Platform WATERTRAX ® WIMS Rio Informatics (4D, Op bINKO WIMS Premier �� TOKAY Electronic Acceptance Expiration Date: Must be signed by 31 Oct 2025 Subscriber: Clay County Utility Authority Subscriber Signature: Per: Name: Jeremy Johnston Title: P.E. MPA Executive Director Date: Subscriber Details: Phone: Email:jjohnston@clayutility.org Company: Clay County Utility Authority 3176 Old Jennings Road Middleburg, Florida 32068 United States Provider: Aquatic Informatics Provider Signature: Per: Name: Title: Date: Aquatic Informatics Inc. Page 8 of 8 Confidential-Company Proprietary