City Council
Report
City Council Meeting: November 18, 2025
Agenda Item: 4.K
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To: Mayor and City Council
From: Rick Valte, Public Works Director, Public Works, Water Resources Subject: Approval of Reinstatement of and Fourth Modification to Contract #10419 (CCS) with Infor Public Sector, Inc. 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; and
2. Authorize the City Manager to negotiate and execute a reinstatement of and fourth modification to agreement #10419 (CCS) in the amount of $100,000 with Infor Global Solutions for the Computerized Maintenance Management System (CMMS) for the Public Works Department. This will result in a twenty-five-year amended agreement with a new total amount not to exceed $1,269,334, with future year funding contingent on Council budget approval.
Summary
To support efficient and reliable delivery of safe, high-quality drinking water to the community, the Water Resources Division utilizes a Computerized Maintenance Management System (CMMS) to track water and wastewater operations field data (e.g., date/time of pipe repair). This enables better assessment of asset needs and conditions, scheduling of repairs, and tracking maintenance records and costs. The Water Resources Division has used Infor Global Solutions, Inc’s Hansen CMMS since 2001. Recently, the division completed the deployment of a new CMMS software, MentorAPM, to modernize its operations and meet the demands of an expanded and more advanced water/wastewater infrastructure—constructed to increase local water supplies and reduce the City’s reliance on imported water supplies. 2 of 4
To ensure a smooth transition, the current CMMS system must run concurrently with the new system to prevent data loss, facilitate data transfer, and maintain scheduling continuity. Infor Global Solutions (Infor) has continued to support the City’s current CMMS system at no cost for the past eight months, following the expiration of the maintenance contract in February 2025, to assist with the transition. However, if any maintenance issues arise with the old CMMS system, the City would not be able to retrieve historical asset data from it. As the transition of historical asset data to the new CMMS software is taking longer than anticipated, staff recommends a reinstatement and fourth modification of the contract, extending the maintenance agreement for an additional one year, in the amount of $100,000, for a total cost not to exceed $1,269,334 for a total term of twenty-five years, to ensure historical asset data is transitioned over to the new CMMS system.
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 for each job performed by staff. In addition, the CMMS system is used to inventory and track the condition of its assets such as water meters, water and sewer pipes, pumps, and instrumentation vital to water production, water distribution, and sewer collection.
Although this is the fourth modification to agreement #10419, this contract has undergone five iterations since its award in November 1999. In June 1999, the City posted a Request for Proposals (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 its 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 3 of 4
the term by an additional five years. In January 2017, a first modification extended the 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 until final implementation of the new system was complete. In March 2023, a third modification of the agreement with Infor was approved to extend the contract an additional two years and increase budget authority to run concurrently with MentorAPM.
Due to delays with the implementation of the MentorAPM and limited resources for migrating existing assets into the new system, staff recommends a reinstatement and fourth modification to agreement #10419 to extend the term by two years and increase the budget by $100,000 ($80,000 for a one-year license and $20,000 for maintenance costs) to continue operating the existing Infor Hansen CMMS system in parallel while assets migration is completed.
Environmental Review
The contract modification to extend the use of the Water Resources Division’s existing CMMS system is exempt from CEQA pursuant to Section 15061(b)(3) (Common Sense Exemption) of the CEQA) Guidelines which states that CEQA does not apply “where it can be seen with certainty that there is no possibility that the activity in question may have a significant effect on the environment.” The contract for software programming would not result in adverse physical impacts on the environment and, as such, is exempt from CEQA.
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 Agreement was modified to extend the term.
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(Attachment B)
03/14/2023
(Attachment C)
Agreement was modified to extend the term and add
budget.
Financial Impacts and Budget Actions
Staff seeks authority to approve available funding from the Water and Wastewater Enterprise Funds to reinstate and increase the amount of the contract with Infor Public Sector, Inc., for CMMS licensing and maintenance. Future year funding is contingent on Council budget approval.
Contract Modification Request
Agreement
#
Current
Authorized
Amount
FY 2025-26
Request Amount Dept Account # Total Revised Contract Amount 10419 $584,667 $50,000 50500001.529230 $634,667
10419 $584,667 $50,000 51500001.529230 $634,667
Total $1,169,334 $100,000 $1,269,334
Prepared By: Thomas Poon, Engineering Support Services Administrator Approved Forwarded to Council
Attachments:
A. CT 7636 (Original Agreement)
B. CT 9238 (Original Agreement)
C. CT 10419 (Modification 1)
D. CT 10419 (Modification 2)
E. CT 10419 (Modification 3)
F. FY 25-26 Oaks Initative (Infor)
G. FY 25-26 Levine Act (Infor)
H. March 14, 2023 Staff Report (Web Link)
I. March 22, 2022 Staff Report (Web Link)
J. November 9,1999 Staff Report (Web Link)