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
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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
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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.
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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.
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