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Home My WebLink About05-15-2012 C10 MattinglyUTIVED MAY 10 2012 ,� council MCMORAnbL : CLERK May 10, 2012 AGENDA TO: City Council CORRESPONDENCE Date 515 2- � #em# �- { � FROM: Carrie Mattingly, Director of Utilities D VIA: Katie Lichtig, City Manager a SUBJECT: Revised Attachment 2 to Council Agenda Report Item C -10 The wrong link was inadvertently provided for Item C -10 Attachment 2. Please replace pages 53 -58 of Item C -10 with the attachment to this memo. Attachment: Attachment 2 d COUNCIL o CDODIR - a CITY MGR o FIT DIR 0 ASSTCR 13 FIRE IEF a ATTORNEY a PW DDS G CLBRKIORIG 0 POLICE CHIEF c PIB o PARKS & REC DIR • NEWT ES o HRD RIR M • SLO CITY NEWS o CouNC L o CrrYMOR o CLERK Attachment 2 -� council M�°�� acEnba RCPORt '`�N CITY OF SAN LUIS O B I S P O FROM: Carrie Mattingly, Utilities Director Prepared By: Gary Henderson, Water Division Manager --,�W kk Jennifer Metz, Utilities Project Manager A*A-J SUBJECT: UTILITIES DEPARTMENT COMPUTERIZED MAINTENANCE MANAGEMENT AND ASSET MANAGEMENT SYSTEM REQUEST FOR PROPOSALS RECOMMENDATION 1. Approve a Request for Proposals for a Computerized Maintenance Management and Asset Management System for the Utilities Department, authorize soliciting requests for proposals and authorize the contract award by the City Manager if the selected proposal is within the available budget of $265,000. 2. Authorize the use and transfer of $120,000 from previously identified Utilities Department water fund general carryover, $120,000 from the sewer fund completed capital improvement plan project account, and $25,000 in available general carryover from the general fund to the Utilities Computerized Maintenance Management and Asset Management System project specific account. DISCUSSION Water Distribution, Wastewater Collection and Storm Water sections are responsible for overall operation, maintenance and capital planning of the City's water distribution, wastewater collections, stormwater infrastructure and related services. This infrastructure includes storage tanks, pump stations, pressure control stations, valves, hydrants, lift stations, stormdrain inlets and outfalls, catch basins and hundreds of miles of pipelines which provide critical water, wastewater and stormwater services to the community. These components are referred to as assets in this report. An integral part of these operations is the management of assets through preventative maintenance and/or infrastructure replacement. An important tool to assist in the administration of the maintenance and replacement programs is the use of computerized maintenance management software. Computerized maintenance management systems provide an effective tool for operations and maintenance. When facing escalating regulatory requirements, budgetary constraints, aging infrastructure, and increasing demands on these systems, utilizing these systems has become an essential tool for City staff to manage these complex systems in a cost - effective manner. The City is also considering acquiring an asset management software module that utilizes data from the computerized maintenance management system to optimize the management of the City's water distribution, wastewater collection, and storm water infrastructure assets. The City's C4 -1 Attachment 2 Computerized Maintenance Management and Asset Management System Page 2 goal is to minimize the total cost of owning and operating these assets while continuously delivering a high -level of service at acceptable levels of risk. An asset management system would enhance long -range planning, life -cycle cost analysis, and assist in identifying capital replacement projects necessary to ensure efficient and effective oversight of the water and wastewater systems. The Water Treatment Plant and Water Reclamation Facility utilize computerized maintenance management systems specifically designed for treatment plant operations. These systems do not meet the needs of the distribution and collection systems, which have different needs but are very effective for the treatment plant facilities. Background For the Water Distribution, Wastewater Collection, and Storm Water sections, computerized maintenance management and asset management systems are critical tools to ensure proper operation and maintenance and also provide information that contributes to more effective decisions for replacement of infrastructure. For the past twenty years, Water Distribution and Wastewater Collection sections have utilized software developed by Hansen Corporation for maintenance management tasks. The Storm Water section began using this software in 2006. This management tool has produced significant benefits in the City's preventative maintenance activities which, for example, is demonstrated by a considerable reduction in sewer line blockages and corresponding sewage spills over the past twenty years. In 2005, the Utilities Department was informed by Hansen that the software version used by the City would no longer be supported and it would need to upgrade to the newest version. Since maintenance operations depend on this tool, migrating to the newer version became a necessity. Initially it was anticipated that the Hansen upgrade would happen as part of the 2005 -07 Financial Plan and was included as a Capital Improvement Project at that time. In 2007, Hansen was sold to a larger corporation, Infor Global Solutions ( Infor). With the sale of the company, Infor agreed to extend the support for the older version which decreased the urgency to move to the newer Hansen product at that time. In 2007, the Utilities Department utilized a graduate student intern to perform research on asset management software options. This project included an evaluation of the current practices and needs in regards to asset and maintenance management in each section of the department. The conclusion of the Asset Management and Database Evaluation project confirmed that multiple software options existed that could effectively be used by the department to provide for management of historical data, preventative maintenance planning activities, and improved GIS integration. At that time, staff determined there was a need to evaluate other software vendor options to ensure the best software was selected to meet the long term needs of the Utilities Department. In 2009, the City recognized the customized FoxPro software programs being used throughout the City organization were obsolete and embarked on a database conversion project. Because of the timing, it was determined by the Utilities Department that it would be prudent to delay the decision to proceed with a separate computerized maintenance management software evaluation C4 -2 Attachment 2 Computerized Maintenance Management and Asset Management System Page 3 process until the FoxPro replacement software was selected and implemented. There was a potential that the selected computer system for other city wide applications could also provide the computerized maintenance management needs of the Utilities Department. EnerGov was chosen as the FoxPro replacement in 2010 and implementation of that project is currently underway. The option of implementing EnerGov as the computerized maintenance management solution for the Utilities Department was explored extensively during early 2011. Finance and Information Technology staff arranged for demonstrations and provided a forum for Utilities stakeholders to evaluate EnerGov capabilities for the Utilities Department asset and maintenance management needs. The conclusion of the stakeholders was that EnerGov did not have an "off the shelf' computerized maintenance management module available and would instead need to rely on City staff s expertise and support to develop the software module. In essence, the Utilities Department would be involved in developing and beta testing EnerGov's product while having to pay for its services. The stakeholders deemed this not acceptable and that other alternatives needed to be explored. Based on this conclusion, the attached request for proposals has been prepared. Request for Proposal Summary The Utilities Department needs to upgrade or replace the current computerized maintenance management system for Water Distribution, Wastewater Collection and Storm Water sections. The current version of the Hansen product is no longer supported by the vendor and will not integrate with the City's new EnerGov system. Hansen has a new product available, but Utilities staff would like to consider the available products and options before making a final recommendation. • The Request for Proposals (Attachment) identifies the Utilities Department's needs and expectations for an appropriate computerized maintenance management system to serve the three sections and an asset management module. It has been acknowledged by the stakeholders that one software application may not meet the operational needs of the Water-Distribution, Wastewater Collection and Storm Water sections. During the proposal review process, Utilities Department staff will need to evaluate the pros and cons of each software proposal, how the proposal will individually and jointly best suit the needs of the sections, and ultimately make a decision on the best fit for each section. This could result in two different software programs being recommended for implementation. The anticipated project schedule is as follows: • Issue RFP • Receive proposals • Complete proposal evaluation • Finalist Interviews • Finalize staff recommendation • Award and execute contract 05/18/11 06/16/11 06/24/11 week of 06/27/11 07/01/11 07/13/11 C4 -3 Attachment 2 Computerized Maintenance Management and Asset Management System Page 4 CONCURRENCES The Finance and Information Technology Department and Public Works Department staff concur with this request to issue a request for proposals for an updated or new Computerized Maintenance Management and Asset Management System. FISCAL IMPACT Funding for this project is currently available within existing budget resources. Funding for the Utilities computerized maintenance management system was identified in the Utilities Department 2009 -10 Year End Financial Report dated August 10, 2010 for the water and wastewater components of the system. At this time Utilities staff is requesting the use and transfer of $120,000 in general carryover from the water fund, which has a current available balance of $200,000. For the wastewater component, staff is requesting approval to transfer $120,000 from the sewer fund completed capital improvement plan (CIP) projects account, which has a current available balance of $300,000. For the stormwater component, staff is requesting the use and transfer of $25,000 in general carryover from the general fund, which has a current available balance of $599,600 (for the general fund citywide). It is important to note, that the Public Works Department 2009 -10 Year End Financial Report reflected a year -end budget savings of approximately $64,000 in the Flood and Creek ( stormwater) operating program. PrQ ect Funding Computerized Maintenance Management S stem Current Proposed Revised Budget � Change Budget Water Fund General Carryover Sewer Fund Completed CIP Account 4 _ 20_0,000 120,000) 80,000 300,000 120,000) 180,000 General Fund General Carryover _ _ Computerized Maintenance Management System CIP 559,600 (25,000) 265,000 534,600 265,000 0 Total $ 1 059 600 $ - $ 1 059 600 A Budget Amendment Request will be processed to transfer a total of $265,000 to the Computerized Maintenance Management and Asset Management System CIP project specific account. R- equest- for- - Proposals- fear- a- Computeriz.ed- Maintenance - Management - and -Asset 71 If 0 klanagemMIA I" L�11L'--"peeifieatien No. 9107 C4-4