HomeMy WebLinkAbout04.i. Authorize agreement with Woolpert, Inc. re Computerized Maintenance Management System (CMMS) Replacement, District Project 8242Central Contra Costa. Sanitary District
BOARD OF DIRECTORS `
POSITION PAPER
Board Meeting Date: June 4, 2015
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 $100,000.
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 and the treatment plant in order to consolidate all assets into one
state -of- the -art, supported system which will efficiently manage the lifecycle of all
District's assets and to effectively integrate with ESRI, the new Geographic Information
System (GIS) platform. 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.
C: \Users\danderson\AppData \Local \Microsoft \Windows \Temporary Internet Files\ Content .Outlook \DVCG8C5G \PP_Award CMMS
Impl Svcs Agr 6 -4 -15 Final.docx Page 1 of 2
POSITION PAPER
Board Meeting Date: June 4, 2015
Subject: AUTHORIZE THE GENERAL MANAGER TO EXECUTE AN AGREEMENT
WITH WOOLPERT, INC. FOR PROFESSIONAL CONSULTING
SERVICES FOR THE CMMS REPLACEMENT, DISTRICT PROJECT 8242
The scope of this agreement includes implementing the new CMMS platform by
configuring the new system (which includes setting up the asset hierarchy, asset
class /category, 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 publicly solicited in February 2015 by sending
invitations to eight firms and posting on PlanetBids. Two potential proposers sent letters
declining to submit an RFP. 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 fiscal year though additional allocations are included in the
FY 2015 -16 Capital Improvement Budget which will fund the consultant agreement.
Staff has determined that there are adequate funds available and that 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 it 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 has
reviewed this project at its meeting on May 12, 2015 and recommended authorization of
the agreement.
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.
C:\ Users \danderson\AppData \Local \Microsoft \Windows \Temporary Internet Files \Content.Outlook \DVCG8C5G \PP Award CMMS
Impl Svcs Agr 6 -4 -15 Final.docx Page 2 of 2