HomeMy WebLinkAbout04. Draft Position Paper to amend agreement with Woolpert, Inc. for DP 8242Central Contra Costa Sanitary District
BOARD OF DIRECTORS D
POSITION PAPER
Board Meeting Date: June 16, 2016
Subject:
4.
FIT
AUTHORIZE THE GENERAL MANAGER TO AMEND AN EXISTING
AGREEMENT WITH WOOLPERT, INC. FOR PROFESSIONAL
CONSULTING SERVICES FOR THE CMMS REPLACEMENT, DISTRICT
PROJECT 8242
Submitted By:
Dana Lawson
Senior Engineer
Initiating Dept./Div.:
Engineering & Technical Services/
Planning & Development Services
REVIEWED AND RECOMMENDED FOR BOARD ACTION:
D. Gemmell — Planning and Development Services Division Manager
JM. Petit — Director of Engineering & Technical Services
A. Sasaki — Deputy General Manager & Director of Operations
Roger S. Bailey
General Manager
ISSUE: Board of Directors' authorization is required for the General Manager to amend
an existing professional services agreement if the amendment is greater than 15% of
the original agreement amount.
BACKGROUND: On June 4, 2015, after completing a formal request for proposals and
interview process, staff selected Woolpert, Inc. to implement the new computerized
maintenance management system (CMMS). The District entered into a $400,000
contract with Woolpert, Inc. and issued a notice to proceed on July 1, 2015. The
implementation design phase of the effort has been completed and the new CMMS is
currently being configured and implemented. The current contract is 40% expended, to
date, with the system expected to go live in December 2016 for the collection system,
fleet, treatment plant, and pumping stations.
Staff is now recommending that the District amend the agreement to include
integrations not in the original agreement and stagger the integrations and the go -live
dates of the collection system and treatment plant.
Two integrations are recommended, each estimated at $30,000 for a total of $60,000.
The first integrates the SCADA historian for runtime hours to trigger preventative
maintenance work orders; and the second integrates SunGard (the District's financial
system) for material transactions to be recorded to the work orders to achieve full
costing against the asset, which currently exists between the existing CMMS
(Mainsaver) and Sungard.
The remaining budget amendment will stagger the integrations since the collection
system and fleet workgroups are progressing at a faster pace, due to fewer asset types,
and will allow them to go live in August 2016, instead of waiting until December. This
additional time will also allow collection system and fleet staff to pilot mobile devices on
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POSITION PAPER
Board Meeting Date: June 16, 2016
Subject:
AUTHORIZE THE GENERAL MANAGER TO AMEND AN EXISTING
AGREEMENT WITH WOOLPERT, INC. FOR PROFESSIONAL
CONSULTING SERVICES FOR THE CMMS REPLACEMENT, DISTRICT
PROJECT 8242
the newly configured system prior to going live with the treatment plant and pumping
stations.
The CMMS Replacement project addresses several goals in the Strategic Plan for
Fiscal Year (FY) 2015-16 through:
• Goal One's Initiative related to "Establish defined cleaning cycles on a yearly
basis"; and
• Goal Six's Initiative related to "Use computerized maintenance management
system (CMMS) enhancements to align with present and future asset
management program needs."
And also for next FY 2016-17's Strategic Plan through:
• Goal Two's Initiative related to "Complete the collection system scheduled
maintenance on time and optimize cleaning schedules to improve efficiencies
(geographical optimization)";
• Goal Five's Initiative related to "Manage and maintain current equipment and
vehicle fleet to provide maximum value"; and
• Goal Six's Initiative related to "Expand and improve the use of cost-effective
mobile computing and communication technologies."
ALTERNATIVES/CONSIDERATIONS: The Board could decide not to integrate the
SCADA or financial system and/or not to stagger the implementations of the collection
system and treatment plant.
FINANCIAL IMPACTS: The additive cost of this amendment is $120,000 and will be
funded out of the Capital Improvement Budget's General Improvement Program under
the CMMS Replacement, District Project 8242.
COMMITTEE RECOMMENDATION: The Engineering & Operations Committee
reviewed this subject at its meeting on June 7, 2016, and [recommends or does not
recommendl approval of the contract amendment.
RECOMMENDED BOARD ACTION: Authorize the General Manager to execute an
amendment to an existing Professional Consulting Services Agreement with Woolpert,
Inc. in the amount of $120,000 from $400,000 to $520,000 for the CMMS Replacement,
District Project 8242.
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