REPORT TO THE CITY COUNCIL
October 18, 2018
FROM: MICHAEL CARBAJAL, Director
Department of Public Utilities
THROUGH: SCOTT L. MOZIER, PE, Director
Department of Public Works
BRIAN S. SPINDOR, PE, Assistant Director
Department of Public Utilities - Wastewater Management Division
BY: JOHN TURNIPSEED, Project Manager
Department of Public Utilities - Water Division
SUBJECT
Title
Award an Agreement in the amount of $1,483,294.00 with Infor, Inc. for Infor Enterprise Asset Management (EAM) Implementation Services within the City of Fresno’s Department of Public Utilities (DPU) Water and Wastewater Divisions and the Department of Public Works (DPW) Streets and Landscape Maintenance Divisions. (Bid File # 3608) (Citywide)
Body
RECOMMENDATION
Staff recommends that the City Council approve an Agreement in the amount of $1,483,294.00 with Infor, Inc. for Infor EAM Implementation Services within the City of Fresno’s DPU Water and Wastewater Divisions and the DPW Streets and Landscape Maintenance Divisions, and authorize the Director of Public Utilities or designee to execute all documents on behalf of the City of Fresno.
EXECUTIVE SUMMARY
DPU and DPW are seeking to award an Agreement in the amount of $1,483,294.00 to Infor, Inc. for Infor EAM Implementation Services. On November 9, 2017, Council approved the sole source purchase of additional EAM licenses to manage vertical assets within the DPU Water Division and the signing of a new Software License and Support Agreement with Infor, Inc. On May 17, 2018, Council approved the sole source purchase of additional EAM licenses to manage horizontal assets in the DPU Water Distribution and Sewer Collections systems. DPU is seeking professional consulting services to implement the additional EAM seat licenses approved by Council.
BACKGROUND
DPU and DPW currently use two separate Computerized Maintenance Management System (CMMS) solutions, Infor EAM and Infor Hansen (Hansen), both Infor products, to manage the operation and maintenance of vertical and horizontal assets. DPU and DPW are seeking to eliminate the use of Hansen and fully utilize EAM to manage all assets in both departments.
EAM is currently being used to manage the operation and maintenance of vertical assets at the Regional Wastewater Reclamation Facility in DPU Wastewater Management Division (WMD). In July 2017, the WMD went through an EAM upgrade and is operating the most current version of the software. Hansen is currently being used to manage horizontal assets in DPU Water Distribution, Sewer Collections, and DPW Street and Landscape Maintenance. Hansen has not been upgraded since its installation in 2008.
On November 9, 2017, Council approved the sole source purchase of additional EAM licenses and signing of a new Software License and Support Agreement. The increase in seat licenses was extended to DPU Water Division to manage the operations and maintenance of vertical assets in the electrical and production sections, Northeast Surface Water Treatment Facility, and for inventory control in the Water Division’s warehouse.
On May 17, 2018, Council approved the sole source purchase of additional EAM licenses, which also included EAM mobile licenses that allow users to utilize EAM in the field. The increase in seat licenses was extended to DPU’s Water and Wastewater Divisions to manage horizontal assets in the Water Distribution and Sewer Collections systems.
DPU sought professional consulting services to implement the additional EAM seat licenses approved by Council. Implementation includes migrating data from Hansen and converting that data into EAM; integrating EAM to other City of Fresno software platforms such as FresGo, Geographic Information System (GIS), PeopleSoft, and DPU Supervisory Control and Data Acquisition (SCADA) system; training and knowledge transfer; and technical support on a “Time and Materials” basis as needed after the project has completed.
A Notice Inviting Bids was published on PlanetBids by the City’s Purchasing Division on May 18, 2018. Ten (10) Building Exchanges were faxed the Notice Inviting Bids, and 34 specifications were distributed to prospective bidders. The bidding closed on June 26, 2018 and three bids were received and ranged in cost from $1,483,294.00 to $2,119,209.00.
A selection committee made up of staff from DPU, DPW, and one independent member from the San Francisco Public Utilities Commission reviewed the proposals and presentations. After reviewing the three proposals, the selection committee determined that Infor, Inc., as the owner and developer of EAM and Hansen, provided the best value to the City of Fresno. Infor, Inc. submitted the lowest bid and is uniquely qualified to complete this project.
ENVIRONMENTAL FINDINGS
By the definition provided in the California Environmental Quality Act Guidelines Section 15378, this item does not qualify as a “project” and is therefore exempt from the California Environmental Quality Act requirements.
LOCAL PREFERENCE
Local preference was not applied because no local entities submitted proposals.
FISCAL IMPACT
This project will have no impact to the General Fund. Funding has been appropriated in the Water and Wastewater Enterprise Fund. Public Works funding has been appropriated in multiple revenue sources including Community Sanitation, Community Facility District and Gas Tax Funds.
Attachment: Evaluation of Bid Proposal
Selection Committee Report