CITY COUNCIL ACTION REQUEST
Department(s):
Finance
CEQA:
Not a Project, File No. PP17-
003, Agreements/Contracts
(New or Amended) resulting
in no physical changes to the
environment
Coordination:
DPW, ESD, CAO, CMO –
Budget Office
Dept. Approval:
/s/ Julia H. Cooper
Council District(s):
Citywide
CMO Approval:
03/11/22
SUBJECT: ACTIONS RELATED TO PURCHASE ORDERS FOR INFOR EAM
PROFESSIONAL AND TECHNICAL SERVICES FROM ACCENTURE LLP
RECOMMENDATION:
Adopt a resolution authorizing the City Manager to:
(a) Execute purchase order with attached addendum with Accenture LLP (formerly known as Advoco, LLC) (Berkeley, CA) to provide professional and technical services for Infor EAM, software used to manage equipment maintenance services, repair and parts requests, and associated work orders, for the Department of Public Works, for an initial two-year term beginning on or about March 23, 2022 through March 22, 2024 for a total amount not to exceed $254,200; (b) Execute purchase order with attached addendum with Accenture LLP to provide professional and technical services for Infor EAM, software used to manage equipment maintenance services, repair and parts requests, and associated work orders, for the Environmental Services Department for an initial one- year term beginning on or about March 23, 2022 through March 22, 2023 for a total amount not to exceed $45,100;
(c) Exercise additional one-year options to extend the term of the purchase orders, with three options for the Department of Public Works and four options for Environmental Services Department, with the last option year ending on or about March 22, 2027 for both departments, subject to the appropriation of funds; and
(d) Negotiate and execute additional purchase orders with Accenture LLP to provide Infor EAM professional and technical services for other City departments as requested, subject to substantially the same material terms and conditions and the appropriation of funds.
Desired Outcome: Authorizing the City Manager to take this action will enable the City to enhance its asset management systems and address cybersecurity requirements by procuring professional and technical services to supplement staffing and provide expertise.
BASIS FOR RECOMMENDATION:
Many departments within the City use Infor EAM software to manage equipment maintenance services, repair and parts requests, and associated work orders. In accordance with San José Municipal Code provisions 4.12.240.B.2 (expansion of an existing system) and 4.12.240.B.5 (significant cost savings), Infor EAM was approved as a brand name solution in 2013 through a written determination and is subject to annual validation. Approval of this recommendation will provide the Department of Public Works (DPW) and the Environmental Services Department (ESD) with the professional and technical services necessary to (1) upgrade their Infor EAM environments to ensure the systems are current, secure, and supported; (2) enhance system functionality; and (3) supplement staffing as required to ensure that the system remains maintained and operational.
In October 2021, the Finance Department released an evaluative Request for Quotation (RFQ) for Infor EAM professional and technical services. Two responsive submittals were received prior to the submittal deadline. Submittals were evaluated and scored by a two-member panel comprised of representatives from DPW and ESD. Evaluation results were as follows:
COUNCIL AGENDA: 03/22/2022
FILE: 22-351
ITEM: 2.8
Final Scores Maximum Points
Accenture LLP
(formerly Advoco, LLC)
Hexagon EAM Holdings,
LLC
General Requirements 10 6 6
Experience and Qualifications 20 14 13
Project Approach / Schedule 20 14 11
Technical Capabilities 20 13 11
Cost Proposal 20 20 18
Local Business Enterprise 5 0 0
Small Business Enterprise 5 0 0
Total Score 100 67 59
Neither respondent requested the local nor small business enterprise preference, and no protests were received. Staff conducted reference checks for Accenture LLP with the City and County of Denver, the City of Georgetown, Texas, and PepsiCo. All references provided positive feedback. Accenture LLP requested to add an addendum to the City’s purchase order to limit its liability to $2 million, excluding death, bodily injury, property damage, and intellectual property infringement.
Based on these results, staff recommends the award of contract to Accenture LLP as the most advantageous and best value proposal per the evaluation criteria set forth in the RFQ. Approval of this recommendation will provide DPW and ESD with upgraded Infor EAM environments to improve staff efficiency and enhance system security.
Additionally, this RFQ may be leveraged by other City departments as required and subject to substantially the same terms and conditions and appropriation of funds as allowed by recommendation (d).
Climate Smart San José: The recommendation in this memorandum has no effect on Climate Smart San José energy, water, or mobility goals.
Commission Recommendation/Input: There is no commission recommendation or input associated with this action.
This action is consistent with the City’s 2021-2022 Adopted Capital Budget and 2021-2022 Adopted Operating Budget.
COST AND FUNDING SOURCE:
Department of Public Works
Fund
# Appn # Appn. Name Total Appn.
Amt. for
Recommendation
2021-2022
Adopted Capital
Budget Page
Last Budget
Action (Date,
Ord. No)
465 4392 Infrastructure Management
System
474,000 $134,200 856 06/22/2021
30682
393 4140 Infrastructure Management
System
170,000 $40,000 334 06/22/2021
30682
395 4391 Infrastructure Management
System – Service Yards
137,000 $40,000 1107 06/22/2021
30682
392 4077 Infrastructure Management
System
146,000 $40,000 705 06/22/2021
30682
Environmental Services Department
Fund # Appn # Appn. Name Total Appn.
Amt. for
Recommendation
2021-2022 Adopted
Operating Budget
Page
Last Budget
Action (Date,
Ord. No)
513 0762 Non-Personal / Equipment $35,387,669 $45,100 1014 10/19/2021 30682
FOR QUESTIONS CONTACT: For program-related questions, please contact Matthew Loesch, Assistant Director for DPW, at [email protected] and Amit Mutsuddy, Deputy Director for ESD, at [email protected]. For procurement and contract-related questions, please contact Jennifer Cheng, Deputy Director of Finance, at [email protected].