Proposed Professional Services
Agreement (PSA) with Woolpert, Inc.
Cityworks and CIS Integration
BPU Contract Review Subcommittee
October 26, 2022
1 Jeannine Sarragossa,
Dept Information Technology Supervisor
Kimberly Zunino,
Deputy Director Administration
Cityworks Project Background
• 2016 - City issued a Request for Proposals for a new Enterprise Asset Management System (EAMS)
• Replace existing Hansen EAMS
• 8 responses received
• Review panel representing multiple departments selected Woolpert, Inc. implementing Cityworks
• June 2018 - Santa Rosa City Council approved the original agreement for Cityworks
• 2018 – 1st amendment for additional scope
• 2019 – 2nd amendment for a minor correction to total contract amount • 2019 – 3rd amendment for additional scope and additional funding • November 2021 - Go Live for TPW, Parks, Recreation, Parking, and Facilities.
2 Project Purpose and Description
• Staff identified need to integrate our current water billing system (CIS) with Cityworks
• Maintain current level of integration between Operations and Water Billing
• Create better work order flow with GIS integration
• Cleaner data and more efficient reporting tools
• Staff determined that best approach is a separate
Professional Services Agreement for the CIS and Cityworks Integration
3 Woolpert and Spatial DNA
• Pursuant to Section 3-08.100(D) of the Santa Rosa City Code, the Board of Public Utilities may approve waiver of competitive bidding
• Limitations on the source of supply, necessary restrictions in specifications, necessary standardization, quality considerations or other valid reason • Staff requested Woolpert solicit for integration coding services • Woolpert staff and City staff interviewed 3 vendors
• Woolpert with Spatial DNA selected as most qualified
• Expertise
• Cost
• Standardization of the integration tool
4 CIS and Cityworks Integration Deliverables
•Redesign workflow for meters and communication between CIS, GIS and Cityworks •Manage water meter inventory in CIS
•Create work orders in Cityworks from CIS
•Create service orders in CIS from Cityworks
•Create/Update meter asset data from Cityworks to GIS and CIS 5 Fee Summary
City of Santa Rosa, CA Track 3 Cityworks AMS Implementation PA Phase PA Project Administration
Phase PA Project Administration Subtotal $ 35,000.00 1 Phase 1 Plan
1.4 System Integration Solution Design (Spatial DNA) $ 68,160.00
1.5 Acceptance and Close $ - Phase 1 Plan Subtotal $ 68,160.00
2 Phase 2 Design
2.2 System Integration Development (Spatial DNA) $ 37,940.00
2.3 Acceptance and Close $ - Phase 2 Design Subtotal $ 37,940.00
3 Phase 3 Deploy
3.2 Test Cityworks and CIS System Integration Cutover and Upgrade $ 5,000.00
3.3 System Integration User Acceptance Testing and Documentation (Spatial DNA) $ 61,960.00
3.6 Go-Live Support $ 35,300.00
3.7 Acceptance and Close $ - Phase 3 Deploy Subtotal $ 102,260.00
80 Phase 80 Quality Control
Phase 80 Quality Control Subtotal $ 10,900.00 Total $ 254,260.00
Recommendation
It is recommended by Santa Rosa Water that the Board of Public Utilities Contract Review Subcommittee recommend that the Board of Public Utilities waive the competitive bidding process and approve the Professional Services Agreement between the City and Woolpert, Inc. with a not to exceed amount of $254,260.
7