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Committee recommends $71,004 amendment to move wastewater O&M manual to cloud
Summary
The General Services Works committee recommended approval of Amendment No. 6 to a wastewater professional services agreement with HDR Engineering to convert the plant's operations and maintenance manual to a cloud-based platform for $71,004; staff said the conversion must be completed by April 1, 2026 to meet permit requirements.
The General Services Works committee voted to recommend approval of Amendment No. 6 to the wastewater professional services agreement with HDR Engineering to convert the treatment plant's electronic operations and maintenance (O&M) manual to a cloud-hosted platform.
Mike Becker from the wastewater treatment plant told the committee the department is requesting Amendment No. 6 to authorize work to move the existing electronic O&M manual to a cloud-based platform the department can maintain. "We are at Amendment Number 6," Becker said. He told the committee the current platform is no longer supported and the work must be completed by April 1, 2026 to satisfy the plant's discharge permit requirements. Staff recommended approving the amendment in the amount of $71,004.
Ben Martin, identified in the meeting as the assistant department head, said the department has budget authority for the work and that the cost is a one-time fee. IT/staff raised security and access considerations about hosting the document on the city server. "If it's on our server, then we have serious concerns about vendors and others accessing that server," Renata said, arguing that an externally hosted SharePoint arrangement allows administrators to set restricted edit permissions while preserving view access.
Becker and Martin told the committee that HDR is already under contract to perform part of the O&M work tied to the solids-building project and that converting the remainder of the manual to the new platform while HDR works on the solids-related portion would be more efficient. Staff said three RFPs/RFQs have already been issued for related work.
A committee member moved that the committee recommend approval of Amendment No. 6; the motion was seconded and approved by voice vote with no opposition. Staff said the item will be placed on the full council's consent calendar.
Key details: Amendment No. 6 to the professional services agreement with HDR Engineering; amount $71,004; deadline to complete conversion 2026-04-01; staff cited Idaho statutory procurement authority during the presentation.
