HomeMy WebLinkAbout07. Contract for implementation services for the CMMS replacement, DP 8242Central Contra Costa Sanitary District
BOARD OF DIRECTORS
win POSITION PAPER
Board Meeting Date: June 4, 2015 tom/ A F 7
subject: AUTHORIZE THE GENERAL MANAGER TO EXECUTE AN AGREEMENT
WITH WOOLPERT, INC. FOR PROFESSIONAL CONSULTING
SERVICES FOR THE CMMS REPLACEMENT, DISTRICT PROJECT 8242
Submitted By: Initiating Dept /Div.:
Dana Lawson, Senior Engineer Engineering & Technical Services /
Planning & Development Services
REVIEWED AND RECOMMENDED FOR BOARD ACTION.
D. Gemmell — Planning & Development Services Division Manager
JM. Petit — Director of Engineering & Technical Services
Roger S. Bailey
General Manager
ISSUE: Board of Directors' authorization is required for the General Manager to
execute a professional services agreement in an amount greater than $50,000.
RECOMMENDATION: Authorize the General Manager to execute a professional
services agreement with Woolpert, Inc. with a cost ceiling of $400,000 for the
computerized maintenance management system (CMMS) Replacement, District Project
8242.
FINANCIAL IMPACTS: No additional allocations will be made this fiscal year (FY). The
consultant cost of the project will be approximately $400,000 and will be allocated next
FY. The estimated total project cost is $675,000 spanning FY 2014 -15 through 2016 -17.
ALTERNATIVES /CONSIDERATIONS: An alternative would be to not replace the
existing software systems or to hire specialized technical staff. The existing software
system for the collection system is no longer supported by the software vendor. The
broad range of professional expertise needed would require hiring numerous people. It
has been the District's practice to augment staff with consultants on specialty projects
BACKGROUND: The purpose of this project is to replace the CMMS for both the
collection system operations and for the treatment plant to consolidate all assets into
one state -of- the -art, supported system to efficiently manage the lifecycle of all the
District's assets and to effectively integrate with the District's new Geographic
Information System (GIS) platform, ESRI. Azteca Systems' Cityworks CMMS platform
was selected and a limited number of 10 annual licenses are being purchased for the
implementation at $15,000 under this project. Once implemented and deployed,
additional licenses will be needed for an annual O &M cost ranging from $60,000 to
$90,000 depending on the type and extent of the software license agreement.
This scope of this agreement is to implement the new CMMS platform by configuring
the new system (which includes setting up the asset hierarchy, asset class /category,
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POSITION PAPER
Board Meeting Date: June 4, 2015
Subjecr. AUTHORIZE THE GENERAL MANAGER TO EXECUTE AN AGREEMENT
WITH WOOLPERT, INC. FOR PROFESSIONAL CONSULTING
SERVICES FOR THE CMMS REPLACEMENT, DISTRICT PROJECT 8242
codes and fields, mobile screen views, user permissions, etc.), migrating asset and
work order history from the two previous systems, integrating with the GIS
geodatabase, and further configuring work templates and reports to efficiently manage
maintenance activities and report on Key Performance Indicators per the District's
Strategic Plan and Goals.
Request for Proposals (RFP) were publically solicited in February 2015 by sending
invitations to eight firms and posting on PlanetBids. Two potential proposers sent letters
declining to submit an RFP and two proposals were received from Woolpert and CH2M
Hill. Staff determined both proposals to be responsive and qualified, and both firms
were interviewed in April 2015 as part of the selection process. Staff recommends
Woolpert, Inc. for implementation services since they are platinum business partners
with the CMMS software vendor (Azteca Systems) and have previous experience
implementing this system for both collection systems and treatment plants comparable
to our District.
The project is included in the FY 2014 -15 Capital Improvement Budget in the General
Improvement Program on page GI -7 and has a critical priority ranking. No additional
allocations will be made this FY and additional allocations are included in the FY 2015-
16 Capital Improvement Budget to fund the consultant agreement. Staff has determined
that there are adequate funds available and that the expenditure requirements are
consistent with the General Improvement Program.
Staff has concluded that this project is exempt from the California Environmental Quality
Act (CEQA) under District CEQA Guidelines Section 15301 since does not involve
alterations to facilities. Approval of this project will establish the Board of Directors'
independent finding that this project is exempt from CEQA.
COMMITTEE RECOMMENDATION: The Engineering and Operations Committee
reviewed this project at its meeting on May 12, 2015 and recommended
RECOMMENDED BOARD ACTION: Authorize the General Manager to execute a
professional consulting services agreement with Woolpert, Inc. with a cost ceiling of
$400,000 for implementation services for the CMMS Replacement, District Project
8242.
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