CITY OF PACIFICA
COUNCIL AGENDA SUMMARY REPORT
8/12/2024
1 SUBJECT:
Resolution to Approve Master Agreement and Task Order No. 1 with Websoft Developers Inc for the Fund 18 Sewer Collection Computerized Maintenance Management System (CMMS).
RECOMMENDED ACTION:
Adopt a Resolution:
A. Approving a sole source Master Agreement and Task Order No.1 with Websoft Developers Inc. for the Computerized Maintenance Management System (CMMS) in the amount of $127,500; and
B. Authorizing a budget authority in the amount of $146,625.00, which include contingencies in an amount not to exceed fifteen percent (15%) of the Contract amount; and
C. Authorizing staff to execute future change orders not to exceed the contingency amount; and
D. Authorizing the City Manager and Designated Personnel to execute all documents related to the maintenance of CMMS.
STAFF CONTACT:
Eddie Pastrano, Collection System Manager
(650) 738-4660
[email protected]
Louis Sun, P.E., Deputy Director of Public Works (Wastewater) (650) 738-4662
[email protected]
Lisa Petersen, P.E., Director of Public Works
(650) 738-3770
[email protected]
BACKGROUND/DISCUSSION:
During the FY 2024-25 budget approval process, the City Council approved funding for the Fund 18 Sewer Collection Computerized Maintenance Management System (CMMS). Currently, the Public Works Department Wastewater Division uses ICOM for asset management and creating work orders. Staff utilize the computerized work order system or CMMS, which allows them to keep accurate, archived records and makes it easier for staff to search past maintenance history through a database. The CMMS is more efficient and in addition to record keeping, the work order system assists with the operational efficiency of both the Sewer Collection and Plant Operation crew by improving the coordination, implementation, and tracking of tasks.
The current ICOM system was implemented over ten years ago, and today the ICOM system is obsolete, and it is no longer being supported by the software designer. Without a current functional CMMS system for maintenance, this condition will cause our collection system to be Pacifica City Council 2
August 12, 2024
vulnerable and will increase the risk of blockages in our sewer collection system leading to sanitary sewer spill. State Water Board can and will enforce penalty fees if sanitary sewer spills occur.
Staff conducted a thorough research, evaluation, and selection process to find the next CMMS system. Staff initially looked into other CMMS software such as Lucity and others, but did not find a suitable system that allows more customization to fit the City’s needs. Later staff reached out to other agencies that also use ICOM to find out what was their replacement, and staff found many of these agencies are using Websoft Developers Inc. Agencies such as Montecito Sanitary District, Carmel Area Wastewater District, City of Lodi, Pebble Beach Community Services District, and Ojai Sanitary District were once ICOM users but have since updated to Websoft Developers’ proprietary system called Mobile MMS. Staff received positive reviews of Mobile MMS as it is customizable, easy to transfer data from ICOM, and user-friendly. Websoft Developers was also able to customize a demo version of Mobile MMS for the Collection group to try out and test the functions.
Therefore, the City Manager recommends adoption of a Resolution approving a sole source Master Agreement (Attachment 1) and Task Order No. 1 (Attachment 2) between the City of Pacifica and Websoft Developers Inc. for CMMS for the Public Works Department Wastewater Division in the total amount of $127,500 for three years; authorizing a budget authority in the amount of $146,625.00, which include contingencies in an amount not to exceed fifteen percent (15%) of the contract amount; and authorizing the City Manager to execute all documents related to the project.
ALTERNATIVE ACTION:
The Council may choose not to approve the agreement with Websoft Developers Inc, however, doing so will result in continuing the use of unsupported CMMS software. The City Manager does not recommend this alternate action.
RELATION TO CITY COUNCIL GOALS AND WORK PLAN:
Approval of the construction contract is consistent with the following Council adopted Goals:
• Improve and Steward City Infrastructure, streets and facilities: The new CMMS system will improve infrastructure by keeping accurate computerized records.
FISCAL IMPACT:
The Source and Use of Funds spreadsheet is shown below:
Use of Funds
Master Agreement with Websoft Developers Inc $127,500.00 Contingency (15%) $19,125.00
Total Use of Funds $146,625.00
Project Fund Source
Enterprise Fund (Fund 18)
Account No 18.940742.52485.0000.000 $150,000.00
Total Project Fund Source $150,000.00
Estimated Project Fund End Balance $3,375.00
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No additional budget authority is necessary as sufficient funds have been approved in the Wastewater Enterprise Fund for FY 2024-25 to pay for this project.
The project budget was approved in Sewer Enterprise Fund for Fiscal Year 2024-2025.
18.940742.52485.0000.000 Maintenance contract SVCS-CMMS.
ORIGINATED BY:
Public Works - Wastewater Division
ATTACHMENT LIST:
Attachment 1 - Master Agreement between the City of Pacifica and Websoft Developers (PDF) Attachment 2 - Task Order No. 1 (PDF)
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August 12, 2024
RESOLUTION NO. _______
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PACIFICA APPROVING A SOLE SOURCE MASTER AGREEMENT AND TASK ORDER NO. 1 BETWEEN THE CITY OF
PACIFICA AND WEBSOFT DEVELOPERS INC FOR THE COMPUTERIZED MAINTENANCE MANAGEMENT SYSTEM FOR $127,500 FOR THE DURATION OF THREE YEARS; AUTHORIZING A BUDGET AUTHORITY IN THE AMOUNT OF $146,625.00, WHICH INCLUDE CONTINGENCIES IN AN AMOUNT NOT TO EXCEED FIFTEEN PERCENT (15%) OF THE CONTRACT AMOUNT; AND AUTHORIZING THE CITY MANAGER AND
DESIGNATED PERSONNEL TO EXECUTE ALL DOCUMENTS RELATED TO
COMPUTERIZED MAINTENANCE MANAGEMENT SYSTEM AND NOT TO EXCEED THE
BUDGET AMOUNT
______________________________________________________
WHEREAS, during the FY 2024-25 budget approval process, the City Council approved funding for the Fund 18 Sewer Collection Computerized Maintenance Management System (CMMS); and
WHEREAS, the current CMMS for Public Works Department Wastewater Division Collection group is no longer being supported and is now obsolete.
WHEREAS, the staff conducted a thorough research, evaluation, and selection process to select Websoft Developers Inc ; and
WHEREAS, the project will improve asset management and sewer collection operations and help protecting public health and our environment.
NOW, THEREFORE BE IT RESOLVED by the City Council of the City of Pacifica to approve a sole source Master Agreement and Task Order No. 1 between the City of Pacifica and Websoft Developers Inc in the total amount of $127,500 for Computerized Maintenance Management System for the duration of three years; authorize a budget authority in the amount of $146,625.00, which include contingencies in an amount not to exceed fifteen percent (15%) of the contract amount; and authorize the City Manager to execute all documents related to the project.
• • • • •
PASSED AND ADOPTED at a regular meeting of the City Council of the City of Pacifica, California, held on the 12th day of August 2024, by the following vote:
AYES, Councilmembers:
NOES, Councilmembers
ABSENT, Councilmembers:
ABSTAIN, Councilmembers:
________________________________
Sue Vaterlaus, Mayor
ATTEST: APPROVED AS TO FORM:
______________________________ _________________________________ Pacifica City Council 5
August 12, 2024
Sarah Coffey, City Clerk Michelle Kenyon, City Attorney