City Council
Report
City Council Meeting: March 22, 2022
Agenda Item: 3.C
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To: Mayor and City Council
From: Rick Valte, Public Works Director, Public Works, Water Resources Subject: Approval of Second 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 authorize the City Manager to negotiate and execute a second 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 made as an exception to the competitive bidding process pursuant to Section 2.24.250 (b) to extend the agreement for an additional year in the amount of $66,000, for a total amount not to exceed $989,334 for a total contract term of twenty-two 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 a CMMS from Infor Global Solutions, Inc since 2001. The Water Resources Division is in the process of upgrading the CMMS system to better meet the needs of the expanded and more advanced water/wastewater infrastructure constructed to achieve water self-sufficiency.
The current CMMS system will need to run concurrently with the new system, once procured, 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 2 of 4
a period of one year in the amount of $66,000, for a total cost not to exceed $989,334 for a total term of 22 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 second modification to CT #10419, this contract has had three 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 to the next iteration, Hansen 8 from Hansen 7. In February 2012, a new agreement (Contract #10419) was executed with Infor to extend the term by an additional five years. In January 2017, the first modification of the new agreement with Infor was extended an additional five years and additional licenses were purchased.
Staff recommends a second modification to Contract #10419 to extend the term by one year and increase the budget by $66,000 to operate the existing Infor Hansen CMMS system in parallel for one year while the new CMMS system is being implemented. This recommended modification is made as an exception to the competitive bidding process. 3 of 4
Exception to Competitive Bidding
Staff recommends Infor Global Solutions, Inc. to provide software licensing and maintenance as an exception to competitive bidding per Muni Code 2.24.250 (b). Infor Global Solutions, Inc. is the software developer of Hansen 8 and the licensing is unavailable by any other distributor. b. when a good or service is copyrighted, patented or only available form one license holder, including, proprietary goods, original equipment manufacturers and/or exclusive distributors; Past Council Actions
Meeting Date Description
11/09/1999
(Attachment A)
Award of agreement with vendor for CMMS licensing and
maintenance support.
07/13/2010
(Attachment B)
Agreement was modified to extend term and upgrade to latest version of software.
02/14/2012
(Attachment C)
Agreement was modified to extend the term.
01/24/2017
(Attachment D)
Most recent modification to agreement to extend the contract term.
Financial Impacts and Budget Actions
Staff seeks authority to approve funding from the Water and Wastewater Funds to increase the amount of Contract #10419 with Infor Global Solutions Inc. for CMMS licensing and maintenance.
Contract Modification Request
Agreement #
Current Authorized
Amount
FY 2021-22
Budget
Modified Request
Amount
Dept/CIP Account # Total Revised
Contract Amount
10419 $461,667 $33,000 50500001.529230 $494,667
10419 $461,667 $33,000 51500001.529230 $494,667
Total $923,334 $66,000 $989,334
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Prepared By: Thomas Poon, Senior Administrative Analyst Approved Forwarded to Council
Attachments:
A. Attachment A - Staff Report - November 9, 1999
B. Attachment B - Staff Report - July 13, 2010
C. Attachment C - Staff Report - February 14, 2012
D. Attachment D - Staff Report - January 24, 2017
E. Oaks Initiative - Infor Public Sector
F. Contract 7636 (CCS) - Original Contract
G. Contract 9238 (CCS) - Extension
H. Contract 10419 (CCS) - Modification 1