City Council
Report
City Council Meeting: March 14, 2023
Agenda Item: 5.G
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To: Mayor and City Council
From: Rick Valte, Public Works Director, Public Works, Water Resources Subject: Approval of Third Modification to Contract #10419 (CCS) with Infor Global Solutions for the Computerized Maintenance Management System for the Public Works Department
Recommended Action
Staff recommends that the City Council
1. Adopt a finding of no possibility of significant effect on the environment pursuant to Section 15061(b)(3) (Common Sense Exemption) of the California Environmental Quality Act (CEQA) Guidelines.
2. Authorize the City Manager to negotiate and execute a third modification to Contract 10419 (CCS) with Infor Global Solutions for the Computerized Maintenance Management System (CMMS) agreement with the Water Resources Division for the Public Works Department. This modification is to extend the agreement for an additional two years in the amount of $180,000, for a total amount not to exceed $1,169,334 for a total contract term of twenty-four years.
Summary
To ensure the efficient and reliable delivery of safe water to customers, the Water Resources Division utilizes a Computerized Maintenance Management System (CMMS) to track water and wastewater operation field data (e.g., date/time of pipe repair) to better assess needs and condition of its assets, schedule repairs and track maintenance records and costs. The Water Utility has utilized Infor Global Solutions, Inc’s Hansen CMMS since 2001. The Water Resources Division is in the process of upgrading the CMMS system to modernize its operations and meet the needs of the expanded and more advanced water/wastewater infrastructure constructed to increase local water supplies and reduce the City’s reliance on imported water supplies. The 2 of 4
current CMMS system will need to run concurrently while the division migrates to the new system to avoid any loss in data, facilitate data transfer to the upgraded CMMS system, and scheduling over an additional one-year period. Staff, therefore, recommends extending the maintenance agreement with Infor Global Solutions, Inc. for a period of two years in the amount of $180,000, for a total cost not to exceed $1,169,334 for a total term of twenty-four years.
Discussion
The City of Santa Monica’s Water Resources Division utilizes Infor’s Hansen CMMS to capture work orders, labor hours, equipment costs, and material costs per job performed by staff. In addition, the CMMS system is used to inventory and track the condition of its assets like water meters, water and sewer pipes, pumps, and instrumentation vital to water production, water distribution, and sewer collection.
Vendor/Consultant Selection
Although this is the third modification to CT #10419, this contract has had four iterations since its award in November 1999. In June 1999 the City posted an RFP which was advertised in The Argonaut and Los Angeles Times. A committee composed of members from the Water Resources Division and Information Systems Department evaluated the proposals and Infor Global Solutions, Inc. was selected based on their ability to meet the project specifications for the water/wastewater infrastructure in existence at the time. In July 2010, the agreement with Infor was extended and the system was upgraded. In February 2012, a new agreement (Contract #10419) was executed with Infor to extend the term by an additional five years. In January 2017, a first modification extended the new agreement with Infor for an additional five years and additional licenses were purchased. In January 2022, MentorAPM was awarded a contract to replace Hansen 8. In March 2022, a second modification of the agreement with Infor was approved to extend the contract an additional year to run concurrently with MentorAPM Enterprise Asset Management System (EAMS) until final implementation.
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Due to delays with the implementation of the MentorAPM EAMS, staff recommends a third modification to Contract #10419 to extend the term by two years and increase the budget by $180,000 to operate the existing Infor Hansen CMMS system in parallel while the new CMMS system is being implemented.
Environmental Review
The contract modification to extend the use of the Water Resources Division’s existing CMMS system would have no possibility of significant effect on the environment, and therefore, is exempt pursuant to Section 15061(b)(3) (Common Sense Exemption) of the California Environmental Quality Act (CEQA) Guidelines.
Past Council Actions
Meeting Date Description
11/09/1999
(Attachment A)
Award of agreement with vendor for CMMS licensing and
maintenance support.
03/22/2022
(Attachment B)
Agreement was modified to extend the term.
Financial Impacts and Budget Actions
Staff seeks authority to approve available funding from the Water and Wastewater Funds to increase the amount of Contract #10419 with Infor Global Solutions Inc. for CMMS licensing and maintenance. Future year funding is contingent on Council budget approval.
Contract Modification Request
Agreement #
Current
Authorized
Amount
FY 2022-23
Modified
Amount
Future
Years Dept Account # Total Revised
Contract Amount
10419 $494,667 $40,000 $50,000 50500001.529230 $584,667 10419 $494,667 $40,000 $50,000 51500001.529230 $584,667 Total $989,334 $80,000 $100,000 $1,169,334
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Prepared By: Thomas Poon, Senior Administrative Analyst Approved Forwarded to Council
Attachments:
A. Attachement A - Staff Report - November 9, 1999
B. Attachment B - Staff Report - March 22, 2022
C. FY 22-23 Oaks Initiative (Infor Public Sector, Inc)
D. CT 7636 (Original Agreement)
E. CT 9238 (Original Agreement)
F. CT 10419 (Modification 1)
G. CT 10419 (Modification 2)