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December 5, 202.2
TO: Honorable Mayor anct Clty Council
FROM: Water and Power DepartmE:Jnt
SUBJ·ECT: AUTMORIZAIION TO ENTE8Jtfl"'O A CONTRACT WITH 19\F,-ELIS FINAN~,AL .CQNSPI.TI\NI~ilNP• iFQRiP~OJl:C-r .. lVl~NAG.l:f"I.ESNT AND qUALITYf\$SU~ .l\l~E .•·· s1:~v1~E~ .FOR,C9P.JIPUTE~IZED IVIA.INTENANCFE.·•···~A.NIAt;EMEN:r•SY.$TE.M.•·· .. FOR'.~~••·A,M.~l.JNT•. NJ_>T.•··TO EXCEED $·1,300,000•> FOR THE '\NATER AND l'PWER: OEPARIME'NT RECOMMENDATIO·N:
ltis recommend,d thatthe City QoµncU:
1. Find that the proposed action i$•.not.a proj:ect s~bjecffo theCa:Uforhia Environmental Quality Act (CEQA) •. pursuanttCJ:· Sect.ion 2106ppf CEQA and S~ctions 15Q§O(c)(2)l. 15060(c)(3 ), and 15378 ofthe Stc:1te Ct;QAGuidefin.es and, as such, no environmental document pursuantto, C'EQA is required;:
2. Authorize .the .city Ma~agerto •. enter Joto a contrijct,. a$ the resultof la.competitive selection process, as specified by Section4.08.~047 of th~; Pcl.$l:ldena Municipal Code, with RafteHs Financial Consylt~pts, .Jnc., .DBA Ra.tteli$ {''R~ff~lis''J for ;Project Management and Cluality AS$lJrance ...• $Elrvi9es ... •f9:ra (;ornputeri,zed .... Mtaintenctnce Mana~ement System .C°CMMS'') forthe ,Wate,f'EJnd. Power Department ("PWP") •. in an amount not to exceed $325,000, or a period: of two .years, Whichever occurs fi~t Competitive bidding:. is ...• not•fe~u~.red•·· pu~µant ·to .~ity.·· Charter Section 1002(F), contracts for profe$Sional orunJque seryices; c1nd
3. Authorize the City Manager to approve :change .orders relatint1Jo the 9pticmal implementation. supportservices in/.an amqynt n.ot to exceect $975,QOQ, or •a. period of two years, whichever occurs.· first, .. wit.ti···•~·~~•• option of one ad~Uional.·pne-year extension. at the discretion of the City Manager, for a maximum contract length pf five years.,or atotal not to exceed8mountof$1,300,000.
MEETING·Qf ~1_2......,;/_0_5_/ __ 20 __ 2_2_ 1 A.GENOATfEM NO.~-..,........,_- I Contract with Raftelis for Project Management and Quality Assurance Services for CMMS
December 5, 2022
BACKGROUND:
PWP owns, operates, and maintains a complex power and water delivery infrastructure that reliably provides electricity and water services to customers spanning a 26-square mile service area. PWP's Electric System serves approximately 68,000 electric accounts and delivers over one million megawatt hours ("MWh") of power to its customers each year. The system includes approximately 1,700 linear miles of overhead and underground power lines, 11,200 utility poles, and 11 electric substations.
PWP's Water System treats and delivers high-quality water services to nearly 38,000 customers. PWP's water infrastructure includes one groundwater treatment plant, 19 booster pump stations, 6 active wells, 30 pressure regulating stations, 27 interconnections, 14 storage reservoirs, 8,000 system valves, 4, 100 backflow devices, and over 520 miles of distribution pipes.
PWP currently tracks and monitors the upgrades, improvements, and maintenance of its infrastructure assets using a variety of systems but does not have an integrated comprehensive CMMS. This has resulted in a mixture of custom-built applications, data segregatiqn, spreadsheets, and other workaround solutions. PWP requires an integrated solution to effectively, accurately, and quickly track the status and total costs of projects and individual assets across their lifecycles which is critical to properly managing resources. The need for more timely data, improved system interfaces, and tracking operational enhancements requires utilization of an integrated work, maintenance, inventory, and asset management solution.
The new CMMS will be the core system for managing PWP's assets, materials inventory, and work orders. The new CMMS will streamline PWP's current processes and allow for the integration of related systems and functions. _It will also replace several custom-built applications and legacy systems such as CASCADE (asset management system) and HighJump (inventory management system) and combine them into one enterprise application to be used by the Water Division,·Power Delivery Division, and PWP Warehouse staff. It will also minimize the department's hardcopy records and segregated databases to allow for seamless data sharing and improved reporting capabilities.
CMMS procurement and implementation will require successful completion of several major phases. PWP has already completed the first project phase which included a CMMS needs assessment, functional requirements, and a draft Request for Proposal ("RFP") to procure a CMMS software solution and solution implementer.
Proposed Contract Scope of Work ·
The proposed contract scope of work includes owner's representative services which includes Project Management ("PM") and Quality Assurance ("QA") for procurement of the CMMS system. The work consists of a review of the previous detailed requirements and finalizing the RFP to procure and implement the CMMS system. The consultant will also assist PWP in the evaluation and selection of a software solution and contract Contract with Raftelis for Project Management and Quality Assurance Services for CMMS
December 5, 2022
negotiations with the selected software vendor and implementer. PWP expects to complete this project phase in about eight months. The proposed base contract amount for the PM and QA services is $325,000.
Optional Implementation Support Services
The final major phase of this project is to implement the CMMS software, which is anticipated to take approximately 24 months. In this phase, in addition to future contract(s) for software procurement and implementation services, PWP will require owner's representative assistance with implementation support services including data clean-up, evaluating and improving business processes, software implementation testing and commissioning, change management, user training, and go live activities.
The proposed maximum contract amount for the optional implementation support services is $975,000. It should be noted that the optional implementation services cost may vary based on the enterprise CMMS vendor selected and the complexity of deployment. If PWP does not use Raftelis for the optional implementation support services, the cost for these services must be included in the solution implementer's contract or a separate contract with another vendor.
RFP and Evaluation Process
On March 3, 2022, an RFP for Project Management and Quality Assurance services for CMMS for PWP was posted on the City's website through PlanetBids. The posting generated notices to vendors who previously registered with the City for this commodity class. A total of 67 vendors downloaded the RFP of which none were local. Eight vendors attended a mandatory pre-proposal meeting on March 29, 2022. A total of five proposals were received by the proposal due date, none from a local firm.
The RFP evaluation was conducted as a two-part process. Phase I evaluated the vendors' experience and expertise, proposed methodology and scope of work, project experience, and proposed project staffing. The purpose of Phase I scoring was to identify all qualified proposers that would meet the requirements outlined in the RFP without immediate consideration for cost. The proposals were scored by a panel of Department of Information Technology ("DolT") and PWP staff, based on the criteria shown in Table I below:
Table I: RFP Scoring Criteria - Phase I
Scoring Criteria Max Points
Project Staffing 25
Proiect Exoerience 25
Comoanv Experience and Expertise 20
Methodoloav and Scope of Work 20
Local Pasadena Business Preference 5
Small / Micro-Businesses Preference Entitlement 5
Total Score 100
Contract with Raftelis for Project Management and Quality Assurance Services for CMMS
December 5, 2022
Table II summarizes the evaluated scores for each proposal based on the above criteria:
Table II: RFP Scoring Results - Phase I
Company Location Evaluated Score
Proposer
City and State (Out of 100)
Raftelis Financial Consultants, Inc. Los Angeles, CA 88 TMG Consulting, Inc. Buda, TX 83
GHD, Inc. Irvine, CA 78
Business Advantage Consulting Gold River, CA 49
West Advanced Technologies, Inc. Sacramento, CA 25
The top three ranked proposers were invited to provide additional clarification of the content of their proposal. Phase II evaluated the proposers' presentations and fee schedule to select the proposal with the best fit and pricing. The Phase II evaluation was made based on the criteria shown in Table Ill below:
Table Ill: RFP Scoring Criteria - Phase II
Scoring Criteria Max Points
Phase I Score 100
References and Interview 50
Cost 40
Local Pasadena Business Preference 5
Small / Micro-Businesses Preference Entitlement 5
Total Score 200
Based upon these criteria, Raftelis received the highest evaluated score as summarized in Table IV below. A scoring evaluation summary is provided in attachment A.
Table IV: RFP Scoring Results - Phase II
Company Location Evaluated Score
Vendor/Respondent
City and State (Out of 200)
Raftelis Financial Consultants, Inc. Los Angeles, CA 178 TMG Consulting, Inc. Buda, TX 162
GHD, Inc. Irvine, CA 155
PWP staff recommends award of a contract to Raftelis for an amount not to exceed $1,300,000 or a period of five years, whichever occurs first, which includes the base contract amount of $325,000 for PM and QA services and up to $975,000 for optional Contract with Raftelis for Project Management and Quality Assurance Services for CMMS
December 5, 2022
implementation support services, which will be initiated through approved change orders at the discretion of the City Manager.
Raftelis has been awarded one previous contract in 2022 (#32329) from the City of Pasadena to provide a Water Cost of Service Analysis and Rate Design Services for PWP's Water Division for a total amount not to exceed $142,724. Westin Technologies, Inc. is the company that completed PWP's CMMS Needs Assessment and was subsequently acquired by Raftelis.
COUNCIL POLICY CONSIDERATION:
The proposed contract is consistent with the Public Facilities Element of the General Plan and supports the Council's goal to improve, maintain, and enhance public facilities infrastructure; to provide a high level of public service which adds to the·quality of life in the City and increase its attractiveness through more efficient management of resources.
ENVIRONMENTAL ANALYSIS:
The action proposed herein is not a project subject to the California Environmental Quality Act (CEQA} in accordance with Section 21065 of CEQA and State CEQA Guidelines Sections 15060(c)(2}, 15060(c)(3), and 15378. Entering into a professional services agreement for Project Management and Quality Assurance Services is an organizational and administrative action that would not cause either a direct physical change in the environment or a reasonably foreseeable indirect physical change in the environment. Therefore, the proposed action is not a "project" subject to CEQA, as defined in Section 21065 of CEQA and Section 15378 of the State CEQA Guidelines.
Since the action is not a project subject to CEQA, no environmental document is required.
Contract with .. Raftelisfor ProJectManage.rnent.and Quality AssuranceService.s for CMMS
December ~' :2022
Page6 of6
FISCAL . IMPACT:
The••total cost ... of this·.action•··wiH •. be·.··$1 ·,300,flQO over .five year~, wtJich •• Jngludestbe•.·b~se co~tract amount: of $~gS,Q.QO with aqopt.ion tQ PfOViQe irnplf,:3ment~tion su~portseryic:es inan amountnotto. exceed$975~0oo .. FundingJorthisaction YIHlbe addr~ssed bythe utilization of existing. anc[futur~ appmpd1.1tions in the Povver Or=1pital Fund .4 f1 , Capital Improvement Progra111fCIP) f>roj~ct 03t40 -· Work Order Manage111entSystem; and Weder Capital Fund 412,. CJP 010{3'9 - Computerized r.vtaintenance Managernent SystE3m.:
It Js .. anticipated . that $200,ooo·wnl ... be s~ent.duri~g .. t~~ .. current~scal year. The remainder of the costs wi:U be spe,nt overthe nextfour fiscaLyears.
There is.no anticipated impactto 'the operating budget. The contract svmrnary is<shown below in Table V.
TABLE V: CONTRACT S.UMM.ARY
Contra.ct Ex:pe11cljtµr,$
PM·and QAServices
Total• Not·to E.xceed A.rnount
Prepared by:
C)a.,_o,c4..-Q_
MarvinD. Moon
Assistant General Manager
Water and Power Departrnent
Approved by:
~~~
MIGUEZ MARQUEZ
CityMa.nager
JE
Int
$325,:000
$975,000
Water and•PowerIJepartment
C.e>ncurred by:
~· ~
PHil.LWC£LAIR
ChiefJnformation Officer
Dep;:irtrnent oflnfoimatiorf TeGhnoJogy
Attachment A -- Scoring Evaluation Summary for PM and QA Servlces tor CMMS