Title
Recommendation to Amend the Current Contract in the Amount of $72,450 to $139,200 with Lucity, Inc. for a More Comprehensive Computerized Maintenance Management System. (Public Works 310)
Body
To: Honorable Mayor and Members of the City Council
From: Elizabeth D. Warmerdam, Interim City Manager
Re: Recommendation to Amend the Current Contract in the Amount of $72,450 to $139,200 with Lucity, Inc. for a More Comprehensive Computerized Maintenance Management System
BACKGROUND
As part of our effort to be the most productive and efficient Public Works agency in the Bay Area, the Public Works Department has purchased and begun using a computerized maintenance management system (CMMS). CMMS creates a detailed inventory of the assets Public Works maintains; documents and retains vital condition data on those assets; and enables the scheduling, tracking, and recording of ongoing maintenance for those assets. CMMS is also integrated with a geographic information system to show City assets and work history in an electronic map viewable from a computer or in the field. Much of the current data is housed among various paper files, computer systems, and/or in the City’s current customer relationship manager system. Once fully implemented, CMMS improves efficiency and productivity, reduces cost, and enables more informed decision-making.
The City entered into a professional services contract for $72,450 with Lucity for purchasing and implementing the CMMS, and has inventoried and begun using Lucity with the City’s sewers, storm drains, and City buildings. Public Works is satisfied with Lucity’s work and is requesting the contract amount be increased by $66,750 from $72,450 to $139,200 in order to include inventory of the City’s fleet, streets, signs, signals, sidewalks, medians, and trees.
DISCUSSION
To solicit the maximum number of proposals in response to the City's Request for Proposal (RFP) for a Web-Based Maintenance Management System, a notice was placed on the City's web page and published in the Alameda Journal on January 12, 2015. After a period of 21 days, nine (9) firms submitted proposals, and the proposals were opened on February 2, 2015. The following firms submitted proposals:
|
Firm |
Location |
|
Maintstar |
Irvine, CA |
|
Woolport proposing with Cityworks |
Englewood, CO |
|
Lucity, Inc. |
Overland Park, KS |
|
TruePoint proposing with Accela |
Loomis, CA |
|
MASSgroup |
Chatsworth, CA |
|
Cartegraph |
Dubuqe, IA |
|
PSD |
Marietta, GA |
|
Data Transfer Solutions |
Orlando, FL |
|
SeeClickFix |
New Haven, CT |
Selection was based on the completeness and quality of the proposal response, the firm's ability to understand and articulate the project and City needs, product quality, and the cost of the proposal. Two firms, Lucity and Woolport (proposing with Cityworks), were selected for interviews, and Lucity was chosen. Staff is seeking authorization to increase the contract amount, which now exceeds the City Manager’s purchasing authority limit of $75,000 per the City’s Purchasing Policy.
FINANCIAL IMPACT
The total contract cost is apportioned across the following asset groups:
1. $48,550 split evenly between Fund 602 Sanitary Sewer and Fund 351 Storm Drain;
2. $23,900 for Building Facilities/Service Request Integration from CIP #90665 (City Building Renovations);
3. $46,200 for Streets, Signs, Sidewalks, and Signals from CIP #91612 (Traffic Operations); and
4. $20,550 for Fleet Services from CIP #91139 (Fleet Hardware). There is no impact to the General Fund.
MUNICIPAL CODE/POLICY DOCUMENT CROSS REFERENCE
This action does not affect the Municipal Code.
ENVIRONMENTAL REVIEW
The California Environmental Quality Act (CEQA) applies only to projects which have the potential for causing a significant effect on the environment.
RECOMMENDATION
Amend the current contract in the amount of $72,450 to $139,200 with Lucity, Inc. for a more comprehensive computerized maintenance management system.
Respectfully submitted,
Liam Garland, Acting Public Works Director
By,
Erin Smith, Acting Deputy Public Works Director
Financial Impact section reviewed,
Elena Adair, Finance Director
Exhibits:
1. Lucity Contract
2. First Amendment to Lucity Contract