HomeMy WebLinkAbout10.c. Amend agreement with Woolpert, Inc. for consulting re the CMMS Replacement, District Project 8242 Central Contra Costa Sanitary District 10 . c .
%l BOARD OF DIRECTORS
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
Submitted By. Initiating Dept./Div.:
Dana Lawson Engineering & Technical Services/
Senior Engineer Planning & Development Services
REVIEWED AND RECOMMENDED FOR BOARD ACTION:
D. Gemmell—Planning & Development Services Division Manager .a. n w,
JM. Petit—Director of Engineering &Technical Services Roger S.Baile
A. Sasaki—Deputy General Manager& Director of Operations General Manager
ISSUE: Board of Directors' authorization is required for the Gene I 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 four items
not in the original agreement: (1) integration with supervisory control and data
acquisition (SCADA) historian ($34,000), (2) integration with our enterprise resource
planning (ERP) system SunGard ($34,000), (3) assistance to enhance Plant
Maintenance Division workflow ($28,000), and (4) stagger the integrations and the go-
live dates of the collection system and treatment plant ($24,000).
The first item integrates the SCADA historian for runtime hours to trigger preventative
maintenance work orders. This is currently done manually by staff for a limited number
of assets.
The second item 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.
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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 third item will take advantage of the consultant's expertise with the new CMMS
system (Cityworks®) to enhance the workflow of the Plant Maintenance Division to take
advantage of the increased functionality of the new system. Leveraging this functionality
will save man hours, allow maintenance technicians to focus on preventative
maintenance activities instead of clerical tasks, and provide more reliable data that is
more readily accessible for reporting and analysis. The current workflow is paper-based,
requiring significant staff time to enter data after completion of the work. The new
software-based system will improve efficiency, reduce clerical errors, and improve
reporting capabilities by developing pick lists, custom fields and developing inspection
forms.
The fourth item 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 December. Going live earlier also will provide
the collection system and fleet workgroups the advantage additional time to pilot mobile
devices on the newly configured system prior to going live with the treatment plant and
pumping stations. The same team of consultants will provide both trainings; however,
two separate trips will result in additional consultant time and associated expenses.
Staff is recommending this approach as it will allow the collection system to be
implemented as a beta version on a simpler asset database, modified and adjusted as
needed before going live with the more complex treatment plant assets.
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".
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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
ALTERNATIVES/CONSIDERATIONS: The Board could decide not to proceed with
any or all of the four amendment items (SCADA integration, SunGard integration, plant
maintenance workflow assistance, and staggering the integrations).
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. The total estimated cost for this project
is $675,000 and no additional budget is required for this work due to offsets with the
change in project scope.
COMMITTEE RECOMMENDATION: The Engineering & Operations Committee
reviewed this subject at its meeting on June 7, 2016, and recommended 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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