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HomeMy WebLinkAbout02/18/1992, C-13 - PURCHASE OF WATER SYSTEM MANAGEMENT COMPUTER SOFTWARE AND SOFTWARE SUPPORT SERVICES 111N�lylll�llllln'III�IItl��l _ MEETING DATE: NN Ilial lul ct1J/� of san as ovspo 2/18/92 COUNCIL AGENDA REPORT ITEM NUMBEAC� FROM: William T. Hetland PREPARED BY: David Zweig Utilities Director Water Projects lager SUBJECT: PURCHASE OF WATER SYSTEM MANAGEMENT COMPUTER SOFTWARE AND SOFTWARE SUPPORT SERVICES CAU RECOMMENDATION: Approve and authorize the Mayor to execute a contract with Hansen Software, Inc. in an amount not to exceed $21,800 to acquire water system management software and related services. DISCUSSION: Need for Water System Management Software It is necessary to computerize the water distribution system's records to increase the efficiency of water system operations. The present manual system of tracking work (leaks, repairs, etc.) and recording inventory (pipelines, valves, etc.) has become overburdened. The proposed computerized system will be able to maintain a database of information related to the operation of the water distribution network. It will contain records of all the components of the water distribution system, including location, size, type, date of installation, manufacturer, model number, of each valve, pipe, meter, hydrant, pump, and tank. Having this information readily accessible will aid in ordering parts and making repairs, and reduce time spent on field verification. Additionally, a complete work order history for maintenance activities will be maintained. This will enable staff to identify problem areas in the distribution network and set priorities for maintenance and improvements. Selection of Vendor Hansen was selected as the most suitable vendor after an examination of all other similar software products known to Staff. Information on eight water system management programs was requested and examined by Staff. Based on the features found to be available, requirements for the desired system were formulated. Two vendors were identified whose products best meet the needs of the Utilities Department. These two vendors, Hansen Software and RJN Computer Services, demonstrated their systems to Utilities Staff and submitted proposals for supplying the Utilities Department with software and related services. Hansen's software and service package contained all the features required, and was priced approximately $300 less than their competitors package. Furthermore, Hansen's Wastewater System Management software is already being used by the Utilities Department, and it is preferable to stay with the same vendor for the sake of compatibility. C-13 - city of San Luis OBISPO COUNCIL AGENDA REPORT. - Software and Services to be Provided Hansen proposes to provide the Utilities Department with their Water Distribution System Management software,database development services, training and software documentation and support. Hansen's proposal is attached as "EXHIBIT A". Review by Office Automation User's Group and MIS Steering Committee This project is included as a priority project in the Four Year List of automation projects presented by the Office Automation User's Group and adopted by the MIS Steering Committee. Lori Atwater, Information Systems Coordinator, has reviewed the software specifications, and finds them in compliance with City automation standards. Program Implementation and Support . Hansen's proposal includes initial data input, staff training, and 12 months of software support. Existing Utilities staff will update and maintain the program The Hansen wastewater management program has been in use by the Utilities Department for several years. Experience has shown that staff time invested in updating the program is more than paid back in time saved through the more efficient operation of the wastewater collection system. Similar benefits are expected for the water distribution system with the use of Hansen computer software. FISCAL IMPACT: The cost of the Hansen software and related services will not exceed $21,800. The 1989/91 Financial Plan identified $14,000 in the Water Capital Improvement Program for the acquisition of maintenance and inventory system software (Page D-16). $12,500 of these funds are available for this purchase. The balance of $9300 is available from the Water Fund Capital Control Account due to lower than anticipated costs. The $21,800 estimate for this purchase is significantly more than the $14,000 originally identified because data input and training were not originally included. AP City A ministrative Officer Date y 22�%J torII Finance'Director .Attachments: Agreement Exhibit A - Proposal (available in Council Office) Exhibit B - Insurance Requirements AGREEMENT THIS AGREEMENT is made and entered into in the City of San Luis Obispo on this day of , 1992, by and between the CITY OF SAN LUIS OBISPO, a municipal corporation, hereinafter referred to as CITY, and HANSEN SOFTWARE. INC. , hereinafter referred to as SUPPLIER. WITNESSETH WHEREAS, CITY requires a water system management software package and related services; WHEREAS, City invited proposals for the required products and services; WHEREAS, SUPPLIER has submitted a proposal for computer software and related services (Exhibit A) which was accepted by CITY; NOW THEREFORE, in consideration of- their mutual promises, obligations and covenants hereinafter contained, the parties hereto agree as follows: 1. INCORPORATION BY REFERENCE. The proposal is hereby incorporated in and made a part of this Agreement. 3 . CITY 'S OBLIGATIONS. For furnishing the products and services specified in this Agreement, City will pay and Supplier shall receive therefore compensation of $21. 800. 00. Payment shall be made to the Supplier within 30 days after receipt of an original invoice from the Supplier and acceptance of the equipment, supplies and service by City. 4 . SUPPLIER'S OBLIGATIONS. For and in consideration of the payments and agreements hereinafter mentioned to be made and performed by CITY. SUPPLIER agrees with CITY to furnish the services and to do everything required by this Agreement and the said specifications. Without limiting the generality of the foregoing, SUPPLIER warrants on behalf of itself and all subcontractors engaged for the performance of this Agreement that only persons authorized to work in the United States pursuant to the Immigration Reform and Control Act of 1986 and other applicable laws shall be employed in the performance of the work hereunder. 5. HOLD HARMLESS AND INDEMNIFICATION. SUPPLIER agrees to defend, indemnify, and hold harmless CITY, its officials, officers, employees, representatives, and agents, from and against all claims, lawsuits, liabilities or damages of whatsoever nature arising out of or in connection with, or relating in any manner to any act or omission of SUPPLIER, its agents, employees, and subcontractors of any tier and employees thereof in connection with the performance or non-performance of this Agreement. The SUPPLIER shall thoroughly investigate any and all claims and indemnify the C -l3�3 CITY and do whatever is necessary to protect the CITY, its officials, officers, employees, agents, and representatives, as to any such claims, lawsuits, liabilities, expenses, or damages. 6. AMENDMENTS. Any amendment, modification, or variation from the terms of this Agreement shall be in writing and shall be effective only upon approval by the Director of Utilities. 7. TERMINATION. If CITY determines that SUPPLIER is not faithfully abiding by any term or condition contained herein, CITY may notify SUPPLIER in writing of such defect or failure to perform; which notice must give SUPPLIER a 10-day notice of time thereafter in which to perform said work or cure the deficiency. If SUPPLIER has not performed the work or cured the deficiency within the ten days specified in the notice, such shall constitute a breach of this Agreement and CITY may terminate this Agreement immediately by written notice to supplier. Thereafter, neither party shall have any further duties, obligations, responsibilities, or rights under this Agreement except, however, any and all obligations of SUPPLIER' S surety shall remain in full force and effect, and shall not be extinguished, reduced, or in any manner waived by the termination hereof. In said event, SUPPLIER shall be entitled to the reasonable value of its services performed from the beginning of the period in which the breach occurs up to the day it received CITY'S Notice of Termination, minus any offset from such payment representing the CITY 'S damages from such breach. CITY reserves the right to delay any such payment until completion or confirmed abandonment of the project, as may be determined in the CITY' S sole discretion, so as to permit a full and complete accounting of costs. In no event, however, shall SUPPLIER be entitled to receive in excess of the compensation quoted in its bid. 8. COMPLETE AGREEMENT. This written Agreement, including all writings specifically incorporated herein by reference, shall constitute the complete agreement between the parties hereto. No oral agreement, understanding, or representation not reduced to writing and specifically incorporated herein shall be of any force or. effect, nor shall any such oral agreement, understanding, or representation be binding upon the parties hereto. 9. ANTI-DISCRIMINATION. In the performance of the terms of this Agreement, SUPPLIER, agrees that it will not engage in, nor permit such subcontractors as it may employ, to engage in discrimination in employment of persons because of age, race, color, sex, national origin or ancestry, or religion of such persons. Violation of this provision may result in the imposition of penalties referred to in Labor Code Section 1735. 10. AUDIT. CITY shall have the option of inspecting and/or auditing all records and other written materials used by SUPPLIER in preparing its statements to CITY as condition precedent to any payment to SUPPLIER. C/3-�- 11. INSURANCE. Insurance shall be provided as described in Exhibit B to this Agreement. 12. NOTICE. All written notices to the parties hereto shall be sent by United States mail, postage prepaid by registered or certified mail addressed as follows: CITY: Pam Voges, City Clerk CITY OF SAN LUIS OBISPO P.O. Box 8100 San Luis Obispo, CA 93403 SUPPLIER: Gary Griffiths Account Executive Hansen Software, Inc. 1745 Markston Road Sacramento, CA 95825 13. AUTHORITY TO EXECUTE AGREEMENT. Both CITY and SUPPLIER do covenant that each individual executing this agreement on behalf of each party is a person duly authorized and empowered to execute Agreements for such party. IN WITNESS WHEREOF, the parties hereto have caused this instrument to be executed the day and year first above written. SUPPLIE By: CITY OF SAN LU S OBISPO, A Municipal Corporation By: Mayor Ram Dialin APPROVED AS TO FORM: rf/Atrngr APPROVED AS CONTENT: r Jolffn Dunn William C. Statler City Adminis for Director of Finance EXHIBIT B INSURANCE REQUIREMIENTS FOR SUPPLIERS Vendor shall procure and maintain for :he duraiion of the contract insurance against :!aims for inju:;es to ,7erscns or damages to propery which may arise from or in eonnemicn w:,..h the p:odu-s and materials supplied to the Cly. The ecst of s:ch insurance shall be borne by the Vendor. Alin;mum S=De of Insurance Coverage s.`.all be at least as bread as Insurance Services O:`;ce Comnerc:al General Uabili:y ecverace ('eM::rren:e' forn CG ODD-.). Mnimum L;-tits of Insurance Vencor shall maintain 8mi:s no less than 51.000,000 per occurrence for bodily injury, personal injury and prcpe ty damage. If Commercial General Uabiliy or ether tcrn with a general aggregate fish is used, either the general ag;.egaie limit shall apply separately io this p:ojeC.,loca:icn or the general ag;re;ate limh shall be twice the required occurrence limit. Deduribles and Sell-Insured Retentions I%iy deductibles or sell-i i<_ured reierr.;ons must be dec!ared.o and &;proved by the C!y. ;, the r ion of:he C'ry, either: :he insurer shall reduce or eliminate such deduc:bles or se'-insured retentions as respects:he C:.y, its eff;ce:s, :fficWs, erplgyees and volunteers; or the Vendor shall pre=-:e a bend guaranteeing payment of Icsses and related investigations, e!sin adminisiral on and defense expenses. Other Insurance provisions The general Ubil'ry pol;cy is to contain, or be endorsed to contain, the following provisions: t. The C'.y. its eYcers, efficias, emplcyees, agents and volu-leers are to be covered as insureds as respects: products and completed epera5ons of:Is Vendor. The coverage shall contain no special lim rations or,the s--pe of pretec.ign afforded to the City. Its ctficers, Oficia!s, empicyees, agents or volunteers. 2 The Vendor's insurance eove.,ne shall 5e primary insurance as respects the C!ty, is oYcers, officials, employees, agents and vola_Leers, Any insurance or se:.insurance maintained by the Cry. Its eYcers, a ficia!s,employees, agents or volunteers shall be excess of the Vendor's insurance and shall not contribute with it 3. Any failure to comply with reporting or other provisions of the poLeies including breaches of warranties shall not affect coverage provided to the City, Its officers, officials, employees,agents or volunteers. 4. The Vendor's insurance shall apply separately to each insured against whorn claim is made or suit is brought, except with respect to the G.mcs of the irsurer's liability. 5. Each insurance policy required by:his clause shalt be endorsed to state :hat coverage shall net be suspended,voided, cancelled by either party, reduced in coverage or in limits except slier thirty (30) days'prior written notice by eenifed mall, return receipt requested, has been given to the City. Acceptability of Insurers Insurance is to be placed with insurers with a current ,41d. Best's rating of no less than AV1L Verification of Coverage Vendor shall furnish the City with original endorsements effecting coverage required by this clause. The endorsenens are ie be signed by a person authorued by that insurer to bind coverage on its behalf. All endorsements are to be received and approved by the Cry before the lease commences. 51 C-13 -�