TO: Indian River County Board of County Commissioners
THROUGH: John A. Titkanich, Jr, County Administrator
Sean C. Lieske, Director of Utility Services
Jennifer L. Hyde, NIGP-CPP, CPPO, FCCN, FCCM, Procurement Manager
FROM: Howard G. Richards, PE, Manager, Capital Projects
DATE: January 27, 2026
SUBJECT: Award of Request for Proposal 2026003 Utilities Technology Master Plan and Customer Information System Consulting Services to EMA, Inc., IRCDUS Project ID: 00.25.513 and 00.25.521
__________________________________________________________________
BACKGROUND
Indian River County Department of Utility Services (IRCDUS) is committed to modernizing its operations and strengthening long-term organizational resilience. As the County experiences steady population growth and rising service demands, it recognizes that modernization is not solely a technical requirement, it is a business-driven initiative essential to improving operational performance, financial stewardship, and customer service delivery.
Evolving IRCDUS technology landscape is central to meeting current and future expectations, enabling data-driven decision-making, and aligning people, processes, and platforms with the County’s long-term strategic goals. As such, IRCDUS in collaboration with the Department of Information Technology (IT) has embarked on two (2) key projects:
1. Utilities Technology Master Plan (UTMP): Develop a strategic technology blueprint and roadmap to guide modernization efforts and technology investments over the next five (5) years - IRCDUS Project ID 00.25.513
2. Customer Information System (CIS): Conduct comprehensive requirements planning and selection and implementation of a best-fit software solution that aligns with IRCDUS future-state technology landscape - IRCDUS Project ID 00.25.521
Both projects underscore IRCDUS commitment to adopting modern technology to improve service delivery, operational efficiency, and staff productivity.
ANALYSIS
On behalf of IRCDUS, the Procurement Division issued Request for Proposal (RFP) 2026003 on September 26, 2025, to identify qualified and experienced consulting firms (“Consultant”) that specialize in municipal Water, Wastewater and Solid Waste Utility Services to provide professional services for the development of a UTMP, and meter-to-cash consulting services for the assessment and selection for upgrade or replacement of the current CIS. Nine (9) responsible and responsive proposals were received on October 24, 2025.
A selection committee comprised of Howard Richards, IRCDUS Capital Projects Manager; Lisa Patton, IRCDUS Customer & Meter Services Manager; Bryan Beavers, IRCDUS Finance Manager; Zac Portwood, IT Information Systems & Telecommunications Manager; and Racheal Miller, IT Cyber Security Technician independently reviewed and scored each proposal in compliance with the instructions and criteria established in the RFP. The selection committee as a "Committee of the Whole" met on November 12, 2025, to develop the initial ranking of all proposals. The top three (3) firms were invited to participate in interviews with the selection committee.
The Committee of the Whole held interviews and discussions with each of the top firms between December 2, 2025, and December 8, 2025. At the conclusion of interviews/discussions on December 8, 2025, a final selection committee meeting was held, during which each committee member read their overall ranking of firms, and the final ranking determined:
1. EMA, Inc. (EMA)
2. Raftelis Financial Consultants, Inc.
3. Berry, Dunn, McNeil & Parker, LLC
The Procurement Division contacted EMA to request a proposal representing a best and final offer (BAFO) for the services required in the RFP. The BAFO comprising the Scope of Services with proposed fee, and schedule is incorporated into the attached Consulting Agreement which has been signed by EMA. EMA’s proposed fee is $518,803.00 including labor and direct expenses, representing a decrease in cost from its original proposal of $595,389.
BUDGETARY IMPACT
Funds, in the amount of $518,803.00, for this project are budgeted and available in the Utilities/General & Engineering/Other Professional Services/Utilities Technology Master Plan account, number 47123536-033190-25513, in the Utilities operating fund. The Utilities operating fund budget is derived from water and sewer revenues.
PREVIOUS BOARD ACTIONS
There are no previous Board action related to this agenda item.
POTENTIAL FUTURE BOARD ACTIONS
• Adoption of the UTMP
• Approval for procurement of CIS software
• Approval for CIS implementation Systems Integration services
STRATEGIC PLAN ALIGNMENT
• Governance: Delivering high quality local government services and managing resources in a financially responsible and sustainable manner, embracing accountability, transparency, innovation, performance, customer service, and community engagement; the hallmarks of good governance.
• Infrastructure: Planning, constructing, managing, and maintaining critical public infrastructure in response to our current needs, future demands, and the expectations of our community; embracing innovation, technology, and resiliency.
• Quality of Life: Enhancing the quality of life to foster a thriving community for Indian River County residents by advancing programs and policies directed toward children, seniors, economic opportunity, attainable housing, community health, recreation, and public mobility.
OTHER PLAN ALIGNMENT
None Noted
STAFF RECOMMENDATION
Recommended Action
Staff recommends that the Board of County Commissioners Award Request for Proposals 2026003 for Utilities Technology Master Plan and Customer Information System Consulting Services to EMA, Inc. for a fee of $518,803.00, approve the attached Sample Agreement, and authorize the Chair to execute it after review and approval by the County Attorney as to form and legal sufficiency.