City Council
Report
City Council Meeting: January 24, 2017
Agenda Item: 3.D
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To: Mayor and City Council
From: Joseph Cevetello, Chief Information Officer, Information Systems Department, Software Systems
Subject: Modification of Software Maintenance and Support for Hansen Computerized Maintenance Management System
Recommended Action
Staff recommends that the City Council authorize the City Manager to negotiate and execute a modification of a support agreement with Infor Global Solutions, Inc. to extend term for up to five years and to purchase additional mobile software licenses for a total amount not to exceed $355,416, with future year funding contingent on Council budget approval.
Executive Summary
The City of Santa Monica is heavily reliant on the availability of data to inform decision making, manage day-to-day operations, optimize service delivery, and improve citizen engagement. Many data repositories exist in the City. The City has used the Hansen CMMS since 2001 to track information about water resources and wastewater maintenance operations to help staff work more effectively and make better informed decisions about the maintenance needs of the City’s infrastructure. Continued maintenance support is necessary for the Hansen CMMS system to remain current, and the maintenance term will soon expire. At this time, staff recommends extending the maintenance agreement with Infor Global Solutions, Inc. for a period of up to five years in amount up to $309,463, and to authorize the purchase of mobile licenses with associated maintenance in an amount up to $45,953, for a for a total cost not to exceed $355,416.
Background
In 1998, the City issued a Request for Proposal for a computerized maintenance management system for water, wastewater and storm water. On November 9, 1999 (Attachment A), City Council authorized a Software License Agreement and Software Maintenance and Support Agreement with Hansen Information Technologies, Inc. for the purchase of a new Computerized Maintenance Management System (CMMS) in the amount of $104,720 to replace the City’s manual maintenance management system for water, wastewater, and storm water. Since that time, Hansen Information 2 of 4
Technologies, Inc. was bought out by Infor Global Solutions, Inc., the current service provider.
On July 13, 2010 (Attachment B), Council authorized the implementation of an upgrade to the Hansen CMMS in an amount not to exceed $231,948 in order to enhance system functionality.
On February 14, 2012 (Attachment C), Council approved maintenance and support costs for Hansen CMMS in the amount of $231,250 for a five-year period, which expires on February 28, 2017. Therefore, it is critical to extend the agreement for software maintenance and support services to ensure business continuity, receive system updates and product support, and maintain compliance with infrastructure and assetmanagement regulatory requirements.
Discussion
The Water Resources Division has used the Hansen CMMS for approximately sixteen years. Significant financial resources and training hours have been invested by the City in this data management system. CMMS has greatly enhanced the information management and work order processing capabilities of staff.
All Hansen software licenses previously purchased by the City are perpetual and require no renewal. As part of the modification to extend the maintenance term, staff also recommends purchasing mobile software licenses to enhance on-field staff’s access to CMMS. Many industries now utilize mobile computing technology to create a relationship between maintenance managers and field technicians. Having the ability to connect to CMMS on mobile devices while on the field, is vital to reshaping the City's asset and maintenance management practices. Some of the benefits would include:
faster response times by eliminating extra travel; reduction or elimination of duplicate data entry; and expeditious routing and dispatching of service assignments.
Vendor/Consultant Selection
In 1999, a committee comprised of members from the Utilities Division, and Information 3 of 4
System viewed software demonstrations from several computerized maintenance management systems vendors. The evaluation criteria used to rank each vendor included references from similar work, the ability of the vendor to meet the project specifications and the technical environment in which the system would operate. After a competitive process, the Council awarded the contract to Hansen Technologies, Inc. (now Infor Global Solutions).
In 2008, the committee reviewed the capabilities of the newly released Hansen Version 8 and determined that it possessed a powerful workflow engine, extensive flexibility, and enhanced GIS integration that would further streamline business processes and improve the effectiveness of the City’s maintenance efforts. In addition, the serviceoriented architecture in Hansen Version 8 allowed the integration of Water Resources Protection Program’s inspection, sampling, and permitting processes. In 2010 Council authorized the implementation of an upgrade to the Hansen CMMS. Infor Global Solutions, Inc. possesses the unique ability to maintain the proprietary system and to provide necessary upgrades.
Staff recommends extending the term of the Hansen software maintenance and support services with Infor Global Solutions, Inc. for a period of up to five years and to purchase mobile software licenses.
Financial Impacts and Budget Actions
The agreement to be awarded to Infor Global Solutions, Inc. is for an amount not to exceed $355,416. Funds of $80,818 are available in the FY 2016-17 budget in the Public Works Department. The agreement will be charged to the following accounts:
25671.533580 $40,409
31661.533580 $40,409
TOTAL $80,818
Future year funding is contingent on Council budget approval. 4 of 4
Prepared By: Ivo Nkwenji, Lead Systems Analyst, Information Systems Approved Forwarded to Council
Attachments:
A. November 9, 1999 Staff Report (web link)
B. July 13, 2010 Staff Report (web link)
C. February 14, 2012 Staff Report (web link)
D. Oaks Initiative Disclosure Form - Infor Global Solutions, Inc.