Fremont City Council Meeting: 10/18/22 07:00 PM
3300 Capitol Avenue Div/Dept: Business Systems
Fremont, CA 94538 Category: Agreements and Contracts
SCHEDULED
Sponsors: Business Manager Michelle Silva-Salinas
STAFF REPORT (ID # 4729) DOC ID: 4729
Updated: 10/12/2022 9:41 AM by Alberto Quintanilla Page 1
CIPPLANNER/CIPACE CONSULTING SERVICES AND SUPPORT CONTRACTS APPROVAL - Authorize the City Manager or Designee to Enter into Agreements and Issue Purchase Orders with Keenology Corporation dba CIPPlanner Corporation for the Software Installation, Hardware Refresh, and Professional Services for the City’s Capital Improvement Program Software System in an Amount Not to Exceed $84,000 and to Authorize Annual Support and Maintenance for a Five-Year Period in an Amount Not to Exceed $74,328 Contact Persons:
Name: Alicia Hernandez Sanford Taylor
Title: Division Manager IT Director
Div/Dept: Business Systems Information Technology Services Phone: 510-494-4805 510-494-4802
E-Mail: [email protected] [email protected]
Executive Summary: The purpose of this report is to authorize the approval of two agreements with Keenology Corporation dba CIPPlanner Corporation: A Technology Service Agreement (TSA) for the upgrade of the Capital Improvement Program (CIP) management software system; and an annual Support and Maintenance Agreement.
BACKGROUND: The City has used CIPAce software to administer the Capital Improvement Program (CIP) budget process for over 15 years. This software tracks the details, funding sources, and justification around each project.
DISCUSSION/ANALYSIS: Keenology Corporation dba CIPPlanner Corporation is the proprietary vendor of CIPAce, the CIP management software system for the City. The current version of the software requires Microsoft Internet Explorer (IE). However, IE has been decommissioned, resulting in the need to upgrade. The software system upgrade will also provide an improved user experience and features enhancements around system functionality, reporting, and 3rd party software interactions (such as the latest Microsoft products [Word, Excel]).
A sole source justification was approved in accordance with the City’s administrative procedures. The CIPAce software system is the current solution deployed at the City and software upgrades and maintenance, software license renewals, and operating system maintenance services where the city has previously procured software and operating systems are exempt from the competitive procurement process pursuant to Fremont Municipal Code section 3.20.280(c). In addition, Keenology Corp, dba CIPPlanner Corp, is the sole provider of technical support, upgrade, and implementation services for the CIPAce software.
The agreement for professional services is for the term of two software system upgrades, the first upgrade occurring in Year 1 and a second upgrade in Year 4 (see table below). The cost for both upgrades is a one-time estimated amount of $70,000, with a 20% contingency, in an amount not to exceed $84,000. This includes the software installation, hardware refresh, and professional services. The annual support and maintenance Staff Report (ID # 4729) Meeting of October 18, 2022
Updated: 10/12/2022 9:41 AM by Alberto Quintanilla Page 2 agreement provides on-going support of the CIPAce software for a five-year period (total cost of $74,327.88). Support agreements provided by the vendor ensure that the CIP software system is kept updated with modern technology and patched regularly for cybersecurity protection. Software support agreements are also necessary for the ongoing support and maintenance in the event of a system malfunction.
Software Upgrade
(One-Time Cost)
Annual Support, &
Maintenance (On-going Cost) Annual Total
Year 1 $45,000.00 $14,000.00 $59,000.00
Year 2 $14,420.00 $14,420.00
Year 3 $14,852.60 $14,852.60
Year 4 $25,000.00 $15,298.18 $40,298.18
Year 5 $15,757.10 $15,757.10
20% Contingency $14,000.00 - $14,000.00
Total: $84,000.00 $74,327.88 $158,327.88
FISCAL IMPACT: The not-to-exceed amount for this project is $158,327.88. The annual cost for both agreements will be funded by PWC 8230 CIP Preparation. PWC 8230 is replenished annually, as needed, to cover software professional services and support costs, and currently has available appropriations of approximately $280,000.
ENVIRONMENTAL REVIEW: The recommended action related to a software upgrade agreement is exempt from and not subject to review under the California Environmental Quality Act (CEQA) because, without limitation, it is not a “project” as defined in CEQA Guidelines Section 15378(b)(2) and/or 15378(b)(5) and it has no possibility of a significant effect on the environment, as specified in CEQA Guidelines Section 15061(b)(3), each as a separate and independent basis for CEQA compliance.
ATTACHMENTS: None.
RECOMMENDATIONS:
1. Authorize the City Manager or designee to execute an agreement with Keenology Corporation dba CIPPlanner Corporation, in an amount not-to-exceed $84,000, to provide software installation, hardware refresh, and professional services for the Capital Improvement Program management software.
2. Authorize the City Manager or designee to execute a 5-year agreement with Keenology Corporation dba CIPPlanner Corporation, in a total amount not-to-exceed $74,328, to provide annual support and maintenance for the Capital Improvement Program management software.
3. Authorize City Manager or designee to execute any implementing docu ments and take any implementing actions as necessary.