Title
Recommendation to Amend a Contract to Extend the Term to Lucity, Inc. for a More Comprehensive Computerized Maintenance Management System. (Public Works 310)
Body
To: Honorable Mayor and Members of the City Council
From: Jill Keimach, City Manager
Re: Recommendation to Amend a Contract to Extend the Term to Lucity, Inc. for a More Comprehensive Computerized Maintenance Management System.
BACKGROUND
As part of its effort to be the most productive, efficient public works agency in the Bay Area, Public Works purchased and is now using a computerized maintenance management system (CMMS). A 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. A CMMS also integrates with a geographic information system (GIS) to show 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. A CMMS improves efficiency and productivity, reduces cost, and enables more informed decision-making.
DISCUSSION
On June 10, 2015, the City entered into an agreement in the amount of $72,450 with Lucity, an industry leader in CMMS software, for software and implementation costs for sewer, storm drain, and City building facilities. After being satisfied with the software and services provided by Lucity, on September 15, 2015, City Council approved a First Amendment to Agreement in the amount of $66,750, for a total amount of $139,200, for software and implementation costs for the City’s fleet, streets, signs, signals, sidewalks, medians, and tree assets. On September 6, 2016, City Council approved a second amendment extending the term of the contract through June 30, 2017. Staff continues to be satisfied with the services provided and is using the remaining budget in the contract to further customize the software, on an as-needed basis, to meet the City’s needs.
FINANCIAL IMPACT
This is an extension of the contract term only. The contract funding was previously allocated to multiple sources as follows:
|
Fund |
Project |
Amount |
|
Capital Improvement Program (310) - City Buildings Renovation |
90665 |
$23,900 |
|
Capital Improvement Program (310) - Signals/Striping/Systems |
91612 |
46,200 |
|
Facility Maintenance Fund (706) - Fleet Management Hardware |
91139 |
20,550 |
|
Sewer Fund (602) |
|
24,275 |
|
Storm Drain Fund (351) |
|
24,275 |
|
Total |
|
$139,200 |
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 a contract to extend the term to Lucity, Inc. for a more comprehensive computerized maintenance management system.
Respectfully submitted,
Liam Garland, Acting Public Works Director
By,
Erin Smith, Acting Deputy Director of Public Works
Financial Impact section reviewed,
Elena Adair, Finance Director
Exhibits:
1. Original Contract
2. First Amendment
3. Second Amendment
4. Third Amendment