SUBJECT/RECOMMENDATION:
Title
Authorize a purchase order and agreement to Aquatic Informatics of Vancouver, BC, for Linko software and WIMS Rio Software subscription for water and wastewater plants in the not-to-exceed amount of $84,398.44, of which $24,020.00 is a ratify and confirm, for the term January 1, 2025, through December 31, 2026, pursuant to City Code Section 2.563(1)(d) impractical to bid and authorize the appropriate officials to execute same. (consent)
Body
SUMMARY:
The City of Clearwater Public Utilities Industrial Pretreatment Program (IPP) utilizes software to monitor maintenance of Fat, Oil, and Grease (FOG) removal systems, as well as to manage and track compliance for industrial and commercial users. To meet these operational needs, the IPP currently uses LINKO CTS, LINKO FOG, and the POM Portal software applications. Transitioning to a different software solution would be impractical, as it would require extensive reprogramming to integrate with existing systems, additional staff training to ensure proper use, and increased support resources to maintain continuity of operations. Such a change would disrupt established workflows, reduce efficiency, and potentially compromise regulatory compliance tracking.
In addition, Public Utilities is planning to implement WIMS-RIO, the cloud-based Water Information Management System (WIMS). This system includes a Sample Manager to store compliance laboratory data across all divisions and will expand long-planned WIMS functionality for the City’s water treatment facilities.
Since Public Utilities has transitioned to fully contracted laboratory analysis, the existing LIMS system (ATL Sample Master) is no longer a suitable solution. To identify a replacement, input was first gathered from Public Utilities managers to determine key system requirements. Based on this feedback, research was conducted to identify potential vendors capable of meeting those needs. Seven vendors were contacted, and each system was thoroughly evaluated. After conducting vendor presentations and detailed system reviews, Aquatic Informatics emerged as the only provider capable of fully meeting all operational requirements.
WIMS-RIO was selected after evaluating multiple alternatives-including discussions with ATL (the current vendor), a review of ESdat software, and pricing from Hach for site-based expansions. These options were either more costly, lacked needed integration features, or were no longer available as standalone products. WIMS-RIO was determined to be the only software that meets the City’s technical, operational, and cost requirements. It will replace the current outdated laboratory sample manager software, resulting in an estimated annual savings of $12,000 in software maintenance costs while providing enhanced features and capabilities.
Authorization for the $84,398.44 will be broken down as follows:
• $24,020.00: Linko software for term January 1, 2025 - December 31, 2025 (ratify and confirm)
• $26,422.00: Linko software for term January 1, 2026 - December 31, 2026 (authorize)
• 33,956.44 - WIMS-RIO software subscription for a term of one year from the date of purchase order issuance (authorize)
Although the purchase amount falls below the threshold requiring Council approval, the inclusion of an indemnification clause by the vendor necessitates City Council authorization.
APPROPRIATION CODE AND AMOUNT:
Funding for these purchase orders is available in various Public Utilities cost centers in code 530300, contractual services. The Public Utilities department is funded by revenues from the Water and Sewer Utility Enterprise Fund.
STRATEGIC PRIORITY:
In furtherance of the Council’s Strategic Plan to achieve High Performing Government by maintaining public infrastructure through systematic management efforts, approval for an agreement is requested. In addition, utilizing Linko software to track Fats, Oils, and Grease allows for Environmental Stewardship, Superior Public Service, and Community Well-being.
