SUBJECT
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Consideration to authorize the City Manager to negotiate and execute FY25-074 professional consulting services contract with E-Source Companies LLC (Boulder, CO) to conduct an assessment study for the City of Laredo Utilities Department’s Utility Advanced Metering Infrastructure/Automated Meter Reading (AMI/AMR) System and Customer Information System (CIS) Solution Evaluation, in a total amount not to exceed $189,500.00 inclusive of travel cost funded through the Utilities Department, to produce a clear migration roadmap and recommend the best solution to advance metering modernization and digital water transformation. The term of this contract shall not exceed a period of 90 (ninety) days beginning as of the date of its execution. It is expressly understood by the parties that contract is contingent upon the agreement and acceptance by the Laredo City Council. Funding is available in the Waterworks Fund - Construction Fund and Sewer System Fund - Construction Fund.
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PREVIOUS COUNCIL ACTION
On 11/17/2025, City Council approved File #25-2163 authorizing staff to select and negotiate a professional consulting services contract with the top two scorers, GHD (Auburn, CA) and E-Source Companies LLC (Boulder, CO), for an assessment study for the AMI/AMR System and CIS Solution Evaluation.
BACKGROUND
The City of Laredo Utilities Department issued an RFQ for professional consulting services to conduct an assessment study for the proposed AMI/AMR System and CIS System. Nine (9) proposals were received through Cit-E-Bid and were evaluated in accordance with the City’s procurement policies.
Following evaluation, the top two ranked firms were:
1) GHD, Auburn, CA
2) E-Source Companies LLC, Boulder, CO
Other proposers are listed in the RFQ record
As authorized by Council, staff entered negotiations with the top-ranked proposers to confirm scope, deliverables, schedule. During negotiations, staff validated alignment to the RFQ’s intended outcomes, specifically, delivery of a clear migration roadmap and a defensible recommended solution set to support the Utilities Department’s metering modernization and digital water transformation.
NEGOTIATION OUTCOME AND BEST-VALUE DETERMINATION
Based on the negotiations first with GHD scope, deliverables, schedule, and commercial terms, and later on with E-Source; staff recommends retaining E-Source Companies LLC as the best-value consultant for this assessment study.
Key factors supporting this recommendation include:
•RFQ alignment: E-Source’s negotiated scope maintains the assessment outputs necessary to produce a clear migration roadmap and a recommended solution approach for both AMI/AMR and CIS.
•Deliverable clarity: The negotiated work plan specifies concrete outputs that support subsequent implementation planning and procurement decision-making.
•Value for cost: E-Source’s negotiated pricing is considered fair and reasonable for the defined level of effort and the value of the deliverables to the Utilities Department.
Accordingly, staff recommends proceeding to contract execution with E-Source, consistent with Council’s prior authorization to negotiate with the top two scorers.
VIVA LAREDO PLAN ALIGNMENT
Alignment Rating:
Moderate - Indirectly supports or contributes to the intent of the Viva Laredo Plan by advancing infrastructure modernization and technology/communications improvements supporting quality of life and service delivery.
COMMITTEE RECOMMENDATION
None
STAFF RECOMMENDATION
recommendation
Authorize the City Manager to negotiate and execute a FY25-074 professional consulting services contract with E-Source Companies LLC (Boulder, CO) for the AMI/AMR and CIS assessment study, in a total amount not to exceed $189,000, subject to legal review and confirmation of funding.
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Fiscal Impact
Fiscal Year: 2026
Budgeted Y/N?: Y
Source of Funds: Waterworks and Sewer Construction Funds
Account #:
557-4150-538-8572 (Water) 559-4240-538-8572 (Sewer)
Change Order: Exceeds 25% Y/N: N
FINANCIAL IMPACT:
Total Contract Value (Not-to-Exceed): $189,500.0 Funding is available through the Utilities Department and will be charged to the accounts listed above