HomeMy WebLinkAbout05/17/2011, C4 - UTILITIES DEPARTMENT COMPUTERIZED MAINTENANCE MANAGEMENT AND ASSET MANAGEMENT SYSTEM REQUEST FOR PR Co un V i L Mcema
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CITY OF SAN L U I S OBISPO
FROM: Carne Mattingly, Utilities Director
Prepared By: Gary Henderson, Water Division Manager-C;�Wkk
Jennifer Metz, Utilities Project Manager
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
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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 needsbut 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
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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
staffs 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:
o Issue RFP 05/18/11
o Receive proposals 06/16/11
o Complete proposal evaluation 06/24/11
o Finalist Interviews week of 06/27/11
o Finalize staff recommendation 07/01/11
o Award and execute contract 07/13/11
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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(siormwater)operating program.
Project Funding ;
Current Proposed Revised
Computerized Maintenance Management System Budget Change Budget
Water Fund General Carryover _ 200,000 _(120,000)_ 80,000
Sewer Fund Completed CIP Account 300,000 (120,000) 180,000
General Fund General Carryover _ 559,600 (25,000) 534,600
Computerized Maintenance Management System CIP 0 265,000 265,000
Total $ 1,059,600F$ - 1 $ 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.
ATTACHMENT
Request for Proposals for a Computerized Maintenance Management and Asset
Management System, Specification No. 91079
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Attachment
City of San Luis Obispo
Specification No. 91079
City of
San tins osispo
990 Palm Street■San Luis Obispo, CA. 93401
Notice Requesting Proposals for
COMPUTERIZED MAINTENANCE MANAGEMENT AND ASSET MANAGEMENT
SYSTEM
Specification No. 91079
The City of San Luis Obispo ("City") invites interested software vendors to submit a proposal to
provide a Computerized Maintenance Management and Asset Management System, for the
City's Utilities Department. The City of San Luis Obispo is requesting sealed proposals pursuant
to Specification No. 91079. All proposals must be received by the Finance Department at 990
Palm Street, San Luis Obispo, CA 93401 by June 16, 2011 at 3:00 PM, when they will be opened
publicly in the City Hall Council Chambers.
Proposals received after said time will not be considered. To guard against premature opening,
each proposal shall be submitted to the Finance & IT Department in a sealed envelope plainly
marked with the proposal title, specification number, bidder name, time and date of the proposal
opening. Proposals shall be submitted using the forms provided in the specification package.
Specification packages and additional information may be obtained on the City's website at
hqp://www.slocity.orWfinance/bids.asp or by email to spec91079(a),slocity.org. Questions may be
submitted at the above email address until June 9, 2011. All questions will be answered and
distributed to all interested parties.
® The City of San Luis Obispo is committed to including disabled persons in all of our services,programs and activities.
Telecommunications Device for the Deaf(805)781-7410.
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Attachment
City of San Luis Obispo
Specification No. 91079
Specification No. 91079
TABLE OF CONTENTS
A. Description of Work......................................................................1
Overview..........................................................................................1
Background......................................................................................1
Scopeof Work.................................................................................4
Project Schedule and Cost ...............................................................5
B. General Terms and Conditions.....................................................6
Proposal Requirements ....................................................................6
Contract Award and Execution........................................................7
Contract Performance......................................................................8
C. Special Terms and Conditions......................................................9
ProposalContent..............................................................................9
Proposal Evaluation and Selection...................................................9
Proposal Review and Award Schedule..........................................10
Required Deliverable Products......................................................10
D. Form of Agreement......................................................................14
E. Insurance Requirements .............................................................16
F. Proposal Summary Form............................................................18
References......................................................................................20
Statement of Past Contract Disqualifications ................................21
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Attachment
City of San Luis Obispo
Specification No. 91079
Section A
DESCRIPTION OF WORK
OVERVIEW
The City of San Luis Obispo (City) invites interested software vendors to submit a proposal to
provide a Computerized Maintenance Management System and Asset Management System for
the City's Utilities Department. This implementation will be focused on the Water Distribution,
Wastewater Collection and Storm Water sections responsible for overall operation, maintenance
and capital planning of the City's water distribution, wastewater collections, stormwater
infrastructure and related services..
BACKGROUND
Water Distribution and Customer Service
The City has over 180 miles of water transmission and distribution piping ranging from two- to
30-inches in diameter. The City also delivers recycled water from the Water Reclamation Facility
(WRF) to users and hydrants via approximately nine miles of pipelines. The day to day operation
of the City's water distribution system is managed by skilled staff that uses their experience and
judgment to adjust pumps and valves to insure customer demands are met. Maintenance
operations and activities include:
• Pump station and tank maintenance.
Potable water system maintenance.
• Recycled water system inaintenance.
• Water service installation and service renewal.
• Fire hydrant installation.
• Backflow and cross connection control.
• USA mark-outs.
• Bacteriological sampling.
• Low Threat Discharge Permit Compliance.
With over 14,000 water customers, Customer Service staff is responsible for over 170,000 meter
readings annually. Staff is also responsible for account activations, billing disputes, and
investigating high meter reads.
Wastewater Collection
The City's wastewater collection system includes 133 miles of gravity sewer line ranging from
six-inch to 48-inch pipe. The system includes three miles of force main ranging from four-inch
to ten-inch pipe and nine lift stations. Approximately 2,900 manholes provide access to the
collection system. The sewer lines are made of a variety of materials, including terra cotta salt
glazed pipe, vitrified clay pipe (VCP), polyvinyl chloride (PVC), and asbestos concrete. Portions
of the sewer system are over 100 years old. Maintenance operations and activities include:
• Preventive and group sewer main maintenance.
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City of San Luis Obispo
Specification No. 91079
• CCTV inspections.
• Manhole inspections.
• Lift station operation and maintenance.
• Inflow and infiltration reduction.
• Customer complaints/ Service requests.
• Sewer main point repairs.
• Sewer lateral connections.
• Work order costs including labor, equipment and materials.
Storm Water Infrastructure
The City's storm drain system includes 64 miles of storm drain pipe. The system also includes
504 storm manholes, 213 inlets, outfalls, and junction structures and 2,692 catch basins. The
storm drain system and components has been on a CMMS work order system since 2006.
Scheduled maintenance operations and activities include:
• Storm drain pipe maintenance and cleaning.
• Storm drain pipe inspections including CCTV.
• Catch basin cleaning and inspections.
• Storm manhole cleaning and inspections.
Computerized Maintenance Management System
The City's Utilities Department uses a computerized maintenance management system, or
CMMS (Infor Global Solutions, Hansen Information Technologies, version 7.7), to support of
operations and maintenance programs for its Water Distribution, Wastewater Collection and
Storm Water sections. The City has utilized this software since 1988 upgrading to version 7.7 in
1997. The City's asset database and maintenance history has been developed over more than 20
years. More than 20 employees currently access the database from different sections.
The City's CMMS stores information in a retrievable format, eliminates paperwork and manual
tracking activities, and saves time allowing staff to maintain productivity. The City's CMMS
assists staff in detection of impending problems before a failure occurs, maintaining critical
services and minimizing customer complaints. Existing functions/features essential in a new
CMMS include:
• Storing the City's asset inventory.
• Generating work orders for scheduled maintenance activities and customer service
calls, including new service installations.
• Tracking scheduled and unscheduled maintenance activities.
• Providing flow continuity for sewerline assets.
• Generating reports of ongoing work activity (currently using Crystal Reports
software).
• Enabling performance tracking.by crew, inventory control and project costing.
• Offering mobile features to allow data and imagery to be remotely entered into the
CMMS via a live remote connection and have full remote access to the database
and GIS system.
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City of San Luis Obispo
Specification No. 91079
• Importing, storing, and linking digital video reports and image capture from video
inspections to assets.
• Use of a sewer inspection module including CCTV sewer main inspection,
manhole inspection, sewer main field inspection (smoke testing), sewer service
lateral inspection, and Pipeline Assessment and Certification Program (PACP)
inspection criteria.
• Fire hydrant flow testing.
With a strong focus on providing exceptional service to the community, the City is interested in a
CMMS that offers features to maintain and improve the Water Distribution, Wastewater
Collection, and Storm Water sections' efficiency, and that enables the most cost effective use of
available funding and staff resources. The City is looking for the proper match in terms of a
CMMS system with a user-friendly interface that has been industry-tested, from a vendor
offering a high level of service that is cost effective. The City prefers "browser-based"
applications.
Asset Management System
The City is considering acquiring an Asset Management module that utilizes data from the City's
CMMS to optimize the management of the City's water distribution, wastewater collection, and
storm water infrastructure assets. The City's 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. Examples include:
• Using condition assessment information gathered from CCTV inspections, as well as
information on maintenance frequency, blockage history, inflow and infiltration, capacity,
and infrastructure age, the City's Wastewater Division is interested in annual cost of
maintenance information and prioritizing work efforts to return the greatest condition
increase with the least amount of expenditure.
• The City's Water Division is interested in conducting life cycle analysis of water distribution
assets to facilitate CII' planning and maintenance, identify and prioritize available resources
to plan for asset replacement and repair, and conduct cost comparisons between asset repair
and replacement.
Proposer shall provide a cost for the City's consideration of an Asset Management module
designed for use by Water Distribution,Wastewater Collection and Storm Water sections.
City Hardware and Software Standards
The City prefers solutions that comply with the following City standards:
Server hardware—HP Servers.
Server operating system—Windows 2008 R2.
Databases—Microsoft SQL.
Virtual Infrastructure—VMware vSphere 4.0 update 1.
Minimum workstation—Dell Optiplex 760 (Windows XP Pro SP3,4 GB of
RAM, Intel Q9550 CPU).
Networking— l OGb Ethernet Core with 1 Gb connections to the desktops.
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City of San Luis Obispo
Specification No. 91079
Vehicle mounted laptops—Panasonic Toughbook CF-19 or CF-31.
Mobile connection—Verizon Wireless EVDO Rev A.
Virtual Private Network(VPN)—Juniper SSL VPN appliance.
Printers—HP LaserJet.
Exceptions to the City's standards may be accepted and could be considered if there are
compelling reasons. Proposer shall make note of any exceptions in their proposal and provide a
brief explanation of why that exception is necessary.
Data Sources
A Microsoft SQL database, managed by EnerGov, is the City's authoritative data source for all
addressing and contact information. The CMMS is expected to be able use and stay concurrent
with the addresses and contacts in the EnerGov system.
The City's geographic information system (GIS) is the authoritative data source for the
following:
• Buildings, parcels, units, and related land management entities.
• Assets such as streets and sidewalks.
• Map services for display and analysis.
The CMMS must use and stay concurrent with the information stored in the City's GIS system.
The System will exploit and incorporate functionality from the City's enterprise GIS system. The
City maintains utility assets in formal, geometric networks. Problem analysis, including upstream
and downstream analysis for service discontinuities will be performed using GIS methods. The
results will be accessible and suitable for mapping, reporting, and additional business and spatial
analysis. Data management will be consistent with GIS best practices, and exploit the capabilities
of the modem enterprise geodatabase.
SCOPE OF WORK
The tasks associated with the City's selection of and migration to a new CMMS, and
consideration of an Asset Management System module, are described below.
Project Implementation
Proposer shall work with City staff from Water, Wastewater, Storm Water, Geographic
Information Systems, and IT to fully understand each section's current situation and build a plan
for the execution of the migration to the new CMMS. The proposal shall include a description of
the implementation plan for the project.
Migration/Conversion
The City currently maintains utility assets in both Infor, Hansen version 7.7, and ESRI ArcGIS
geodatabase, with more than twenty years of history for some assets. Proposals must include a
description of the proposed method for migrating asset data and history from Infor, Hansen
version 7.7, into the new CMMS, and integrating utility assets from GIS. Migrations options
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City of San Luis Obispo
Specification No. 91079
shall be clearly articulated. Proposer should provide references/details about previous similar
migrations involving Infor, Hansen version 7.7.
Integration
Proposal shall include a cost for necessary services to integrate the new CMMS with the
following enterprise systems:
• ESRI ArcGIS v10 for server, desktop, and mobile GIS (mandatory),
• EnerGov 9 for land management and enterprise work orders (desired in the future), and
• Springbrook v7 for utility billing(desired in the future).
Training
Amongst the City's highest priorities is to offer adequate training to staff on proper use of the
CMMS. City staff from each section, Water Distribution, Wastewater Collection, Stormwater
and Finance & IT (which includes GIS staff), must receive dedicated training on how to input
information, how the system functions, and on necessary system maintenance. Proposal shall
include a cost for on-site training of approximately 20 staff on the new CMMS at the City's
facilities. Proposal shall also include, for the City's consideration, training costs associated with
the Asset Management System module.
Maintenance and Support
Proposal shall include documentation on manufacturer's warranty for all products specified
associated with the new CMMS, as well as cost estimates for all levels of support. The City will
determine the maintenance and support option for the new CMMS based on provided
documentation. Proposal shall also include, for the City's consideration, similar maintenance and
support costs associated with the Asset Management System module.
PROJECT SCHEDULE & COST
Please provide a detailed schedule for the completion of the scope of work described above with
key project milestones and deliverables. Schedule start up shall correspond to the award schedule
included in Section C.
Also provide a corresponding cost breakdown between Water, Wastewater and Storm Water.
Costs shall be consistent with provided in Section E. Costs provided should include any required
travel and expenses.
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Attachment
City of San Luis Obispo
Specification No. 91079
Section B
GENERAL TERMS AND CONDITIONS
PROPOSAL REQUIREMENTS
1. Requirement to Meet All Provisions. Each individual or firm submitting a proposal
(bidder) shall meet all of the terms, and conditions of the Request for Proposals (RFP)
specifications package. By virtue of its proposal submittal, bidder acknowledges
agreement with and acceptance of all provisions of the RFP specifications.
2. Proposal Submittal. Each proposal must be submitted on the form(s) provided in the
specifications and accompanied by any other required submittals or supplemental
materials. Proposal documents shall be enclosed in an envelope that shall be sealed and
addressed to the Department of Finance & Information Technology, City of San Luis
Obispo, 990 Palm Street, San Luis Obispo, CA, 93401. In order to guard against
premature opening, the proposal should be clearly labeled with the proposal title,
specification number, name of bidder, and date and time of proposal opening. No FAX
submittals will be accepted.
3. Insurance Certificate. Each proposal must include a certificate of insurance showing:
a. The insurance carrier and its A.M. Best rating.
b. Scope of coverage and limits.
C. Deductibles and self-insured retention.
The purpose of this submittal is to generally assess the adequacy of the Proposer's
insurance coverage during proposal evaluation; as discussed under paragraph 12 below,
endorsements are not required until contract award. The City's insurance requirements are
detailed in Section E.
4. Proposal Quotes and Unit Price Extension. The extension of.unit prices for the
quantities indicated and the lump sum prices quoted by the bidder must be entered in
figures in the spaces provided on the Proposal Submittal Form(s). Any lump sum
proposal shall be stated in figures. The Proposal Submittal Form(s) must be totally
completed. If the unit price and the total amount stated by any bidder for any item are not
in agreement, the unit price alone will be considered as representing the bidder's intention
and the proposal total will be corrected to conform to the specified unit price.
5. Proposal Withdrawal and Opening. A bidder may withdraw its proposal, without
prejudice prior to the time specified for the proposal opening, by submitting a written
request to the Director of Finance & Information Technology for its withdrawal, in which
event the proposal will be returned to the bidder unopened. No proposal received after the
time specified or at any place other than that stated in the "Notice Requesting Proposals"
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City of San Luis Obispo
Specification No. 91079
will be considered. All proposals will be opened and declared publicly. Bidders or their
representatives are invited to be present at the opening of the proposals.
6. Submittal of One Proposal Only. No individual or business entity of any kind shall be
allowed to make or file, or to be interested in more than one proposal, except an
alternative proposal when specifically requested; however, an individual or business
entity that has submitted a sub-proposal to a bidder submitting a proposal, or who has
quoted prices on materials to such bidder, is not thereby disqualified from submitting a
sub-proposal or from quoting prices to other bidders submitting proposals.
7. Cooperative Purchasing. During the term of the contract, the successful bidder will
extend all terms and conditions to any other local governmental agencies upon their
request. These agencies will issue their own purchase orders, will directly receive goods
or services at their place of business and will be directly billed by the successful Proposer.
8. Communications. All timely requests for information submitted in writing will receive a
written response from the City. Telephone communications with City staff are not
encouraged, but will be permitted. However, any such oral communication shall not be
binding on the City.
CONTRACT AWARD AND EXECUTION
9. Proposal Retention and Award. The City reserves the right to retain proposals for a
period of 60 days for examination and comparison. The City also reserves the right to
waive non-substantial irregularities in any proposal, to reject any or all proposals, to
reject or delete one part of a proposal and accept the other, except to the extent that
proposals are qualified by specific limitations. See the "special terms and conditions" in
Section C of these specifications for proposal evaluation and contract award criteria.
10. Competency and Responsibility of Proposer. The City reserves full discretion to
determine Proposer's competence and responsibility, professionally and/or financially.
Bidders will provide, in a timely manner; all information that the City deems necessary to
make such a decision.
11. Contract Requirement. The bidder to whom award is made (Contractor) shall execute a
written contract with the City within ten (10) calendar days after notice of the award has
been sent by mail to it at the address given in its proposal. The contract shall be made in
the form adopted by the City and incorporated in these specifications.
12. Insurance Requirements. The Contractor shall provide proof of insurance in the form,
coverages and amounts specified in Section E of these specifications within 10 (ten)
calendar days after notice of contract award as a precondition to contract execution.
13. Business Tax. The Contractor must have a valid City of San Luis Obispo business
license and tax certificate before execution of the contract. Additional information
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Attachment
City of San Luis Obispo
Specification No. 9/079
regarding the City's business license and tax program may be obtained by calling (805)
781-7134.
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City of San Luis Obispo "
Specification No. 91079
CONTRACT PERFORMANCE
14. Ability to Perform. The Contractor warrants that it possesses, or has arranged through
subcontracts, all capital and other equipment, labor, materials, and licenses necessary to
carry out and complete the work hereunder in compliance with any and all federal, state,
county, city, and special district laws, ordinances, and regulations.
15. Laws to be Observed. The Contractor shall keep itself fully informed of and shall
observe and comply with all applicable state and federal laws and county and City of San
Luis Obispo ordinances, regulations and adopted codes during its performance of the
work.
16. Payment of Taxes. The contract prices shall include full compensation for all taxes that
the Contractor is required to pay.
17. Permits and Licenses. The Contractor shall procure all permits and licenses, pay all
charges and fees, and give all notices necessary.
18. Safety Provisions. The Contractor shall conform to the rules and regulations pertaining
to safety established by OSHA and the California Division of Industrial Safety.
19. Public and Employee Safety. Whenever the Contractor's operations create a condition
hazardous to the public or City employees, it shall, at its expense and without cost to the
City, furnish, erect and maintain such fences, temporary railings, barricades, lights, signs
and other devices and take such other protective measures as are necessary to prevent
accidents or damage or injury to the public and employees.
20. Preservation of City Property. The Contractor shall provide and install suitable
safeguards, approved by the City, to protect City property from injury or damage. If City
property is injured or damaged resulting from the Contractor's operations, it shall be
replaced or restored at the Contractor's expense. The facilities shall be replaced or
restored to a condition as good as when the Contractor began work.
21. Immigration Act of 1986. The Contractor warrants on behalf of itself and all
subcontractors engaged for the performance of this work 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.
22. Contractor Non-Discrimination. In the performance of this work, the Contractor 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, sexual orientation, or religion of such persons.
23. Work Delays. Should the Contractor be obstructed or delayed in the work required to be
done hereunder by changes in the work or by any default, act, or omission of the City, or
by strikes, fire, earthquake, or any other Act of God, or by the inability to obtain
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City of San Luis Obispo
Specification No. 91079
materials, equipment, or labor due to federal government restrictions arising out of
defense or war programs, then the time of completion may, at the City's sole option, be
extended for such periods as may be agreed upon by the City and the Contractor. In the
event that there is insufficient time to grant such extensions prior to the completion date
of the contract, the City may, at the time of acceptance of the work, waive liquidated
damages that may have accrued for failure to complete on time, due to any of the above,
after hearing evidence as to the reasons for such delay, and making a finding as to the
causes of same.
24. Payment Terms. The City's payment terms are 30 days from the receipt of an original
invoice and acceptance by the City of the materials, supplies, equipment or services
provided by the Contractor(Net 30).
25. Inspection. The Contractor shall furnish City with every reasonable opportunity for City
to ascertain that the services of the Contractor are being performed in accordance with the
requirements and intentions of this contract. All work done and all materials furnished, if
any, shall be subject to the City's inspection and approval. The inspection of such work
shall not relieve Contractor of any of its obligations to fulfill its contract requirements.
26. Audit. The City shall have the option of inspecting and/or auditing all records and other
written materials used by Contractor in preparing its invoices to City as a condition
precedent to any payment to Contractor.
27. Interests of Contractor. The Contractor covenants that it presently has no interest, and
shall not acquire any interest—direct, indirect or otherwise—that would conflict in any
manner or degree with the performance of the work hereunder. The Contractor further
covenants that, in the performance of this work, no subcontractor or person having such
an interest shall be employed. The Contractor certifies that no one who has or will have
any financial interest in performing this work is an officer or employee of the City. It is
hereby expressly agreed that, in the performance of the work hereunder, the Contractor
shall at all times be deemed an independent Contractor and not an agent or employee of
the City.
28. Hold Harmless and Indemnification. The Contractor agrees to defend, indemnify,
protect and hold the City and its agents, officers and employees harmless from and
against any and all claims asserted or liability established for damages or injuries to
any person or property, including injury to the Contractor's employees, agents or
officers that arise from or are connected with or are caused or claimed to be caused
by the acts or omissions of the Contractor, and its agents, officers or employees, in
performing the work or services herein, and all expenses of investigating and
defending against same; provided, however, that the Contractor's duty to indemnify
and hold harmless shall not include any claims or liability arising from the
established sole negligence or willful misconduct of the City, its agents, officers or
employees.
to
C4-16
Attachment
City of San Luis Obispo
Specification No. 91079
29. Contract Assignment. The Contractor shall not assign, transfer, convey or otherwise
dispose of the contract, or its right, title or interest, or its power to execute such a contract
to any individual or business entity of any kind without the previous written consent of
the City.
30. Termination. If, during the term of the contract, the City determines that the Contractor
is not faithfully abiding by any term or condition contained herein, the City may notify
the Contractor in writing of such defect or failure to perform. This notice must give the
Contractor a 10 (ten) calendar day notice of time thereafter in which to perform said work
or cure the deficiency.
If the Contractor has not performed the work or cured the deficiency within the ten days
specified in the notice, such shall constitute a breach of the contract and the City may
terminate the contract immediately by written notice to the Contractor to said effect.
Thereafter, neither party shall have any further duties, obligations, responsibilities, or
rights under the contract except, however, any and all obligations of the Contractor's
surety shall remain in full force and effect, and shall not be extinguished, reduced, or in
any manner waived by the termination thereof.
In said event, the Contractor shall be entitled to the reasonable value of its services
performed from the beginning daze in which the breach occurs up to the day it received
the City's Notice of Termination, minus any offset from such payment representing the
City's damages from such breach. "Reasonable value" includes fees or charges for goods
or services as of the last milestone or task satisfactorily delivered or completed by the
Contractor as may be set forth in the Agreement payment schedule; compensation for any
other work, services or goods performed or provided by the Contractor shall be based
solely on the City's assessment of the value of the work-in-progress in completing the
overall workscope. The 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 the Contractor be entitled to receive in excess of the compensation quoted
in its proposal.
11
C4-17
Attachment
City of San Luis Obispo
Specification No. 91079
Section C
SPECIAL TERMS AND CONDITIONS
1. Delivery. Prices quoted by the Proposer for all software and services to be provided
under the terms and conditions of this RFP package shall include delivery charges, to be
delivered F.O.B. San Luis Obispo by the successful bidder.
2. Submittal of References. Each Proposer shall submit a statement of qualifications and
references on the form provided in the RFP package.
3. Statement of Contract Disqualifications. Each Proposer shall submit a statement
regarding any past governmental agency bidding or contract disqualifications on the form
provided in the RFP package.
4. Proposal Content. Proposals must include the following information:
Submittal Forms
a. Proposal summary form.
b. Certificate of insurance.
C. References from at least three firms for whom you have provided similar services.
d. Statement of past contract disqualifications.
Qualifications
e. Experience of your firm in performing similar services to water and sewer utilities
(including migration of existing data, integration with other software, and ).
Compensation
f. Detailed pricing for software, existing data migration, license by stationary user,
license by mobile user and on-going maintenance and support.
Proposal Length and Copies
g. Proposals shall be double sided and not exceed 50 pages, including attachments
and supplemental materials.
h. Seven copies of the proposal and one electronic copy must be submitted.
Response Requirements
i. Cover letter
j. Project management experience
k. Interface development—proposed process
1. System security description
in. Migration — process, any experience with previous conversions from Infor
Version 7.7
n. System acceptance testing
12
C4-18
Attachment
City of San Luis Obispo
Specification No. 91079
o. Go-live support description
P. Post go-live support description
q. Reporting capability/flexibility
r. Interfaces with Microsoft Office applications (i.e. ability to download into Excel)
S. Does the vendor have other recommendations or applications the City should
consider? If so, include the information and cost
5. Proposal Evaluation and Selection. Proposals will be evaluated by a staff review
committee based on the following criteria:
a. Understanding of the work required by the City.
b. Technical merit and capability.
C. Maintenance packages and alternatives.
d. Software upgrades mechanisms and cost.
e. Known or intended changes to hardware and/or software over the next year.
f. Quality, clarity and responsiveness of the proposal.
g. Demonstrated competence and professional qualifications necessary for
successfully performing the work required by the City.
h. Recent experience in successfully performing similar services.
i. References.
j. Proposed compensation.
As reflected above, contract award will not be based solely on price, but on a combination
of factors as determined to be in the best interest of the City. After evaluating the
proposals and discussing them further with the finalists or the tentatively selected
Proposer, the City reserves the right to further negotiate the proposed work and/or method
and amount of compensation.
The City may find that one software application may not meet the operational needs of
both the Water Distribution and Wastewater Collection sections. This may result in the
selection of two software applications.
6. Proposal Review and Award Schedule. The following is an outline of the anticipated
schedule for proposal review and contract award:
a. Issue RFP 05/18/11
b. Receive proposals 06/16/11
c. Complete proposal evaluation 06/24/11
d. Finalist Interviews week of 06/27/11
e. Finalize staff recommendation 07/01/11
f. Award and execute contract 07/13/11
7. Ownership of Materials. All materials prepared by or in possession of the Proposer as
part of the work or services under these specifications shall become the permanent
property of the City, and shall be delivered to the City upon demand.
13
C4-19
Attachment
City of San Luis Obispo
Specification No. 91079
8. Release of Reports and Information. Any reports, information, data, or other material
given to, prepared by or assembled by the Contractor as part of the work or services under
these specifications shall be the property of City and shall not be made available to any
individual or organization by the Contractor without the prior written approval of the
City.
9. Copies of Reports and Information. If the City requests additional copies of reports,
drawings, specifications, or any other material in addition to what the Contractor is
required to furnish in limited quantities as part of the work or services under these
specifications, the Contractor shall provide such additional copies as are requested, and
City shall compensate the Contractor for the costs of duplicating of such copies at the
Contractor's direct expense.
10. Required Deliverable Products.The Proposer will be required to provide the following:
a. Computerized Maintenance Management System software.
b. Asset Management System software.
c. System documentation (user guides, administration guides, etc.) submitted in
Adobe Acrobat PDF format.
11. Attendance at Meetings and Hearings. As part of the scope of work described in
Section A and included in the contract price is attendance by the Proposer at meetings
with City staff. The Proposer shall attend as many "working" meetings with staff as
necessary in performing scope of work tasks.
12. Accuracy of Specifications.The specifications for this project are believed by the City to
be accurate and to contain no affirmative misrepresentation or any concealment of fact.
Bidders are cautioned to undertake an independent analysis of any test results in the
specifications, as City does not guaranty the accuracy of its interpretation of test results
contained in the specifications package. In preparing its proposal, the bidder and all
subcontractors named in its proposal shall bear sole responsibility for proposal
preparation errors resulting from any misstatements or omissions in the plans and
specifications that could easily have been ascertained by examining either the project site
or accurate test data in the City's possession. Although the effect of ambiguities or
defects in the plans and specifications will be as determined by law, any patent ambiguity
or defect shall give rise to a duty of bidder to inquire prior to proposal submittal. Failure
to so inquire shall cause any such ambiguity or defect to be construed against the bidder.
An ambiguity or defect shall be considered patent if it is of such a nature that the bidder,
assuming reasonable skill, ability and diligence on its part, knew or should have known of
the existence of the ambiguity or defect. Furthermore, failure of the Proposer or
subcontractors to notify City in writing of specification or plan defects or ambiguities
prior to proposal submittal shall waive any right to assert said defects or ambiguities
subsequent to submittal of the proposal.
14
C4-20
1
l
Attachment
City of San Luis Obispo
Specification No. 91079
To the extent that these specifications constitute performance specifications, the City
shall not be liable for costs incurred by the successful Proposer to achieve the project's
objective or standard beyond the amounts provided therefore in the proposal.
In the event that, after awarding the contract, any dispute arises as a result of any actual or
alleged ambiguity or defect in the plans and/or specifications, or any other matter
whatsoever, Contractor shall immediately notify the City in writing, and the Contractor
and all subcontractors shall continue to perform, irrespective of whether or not the
ambiguity or defect is major, material, minor or trivial, and irrespective of whether or not
a change order, time extension, or additional compensation has been granted by City.
Failure to provide the hereinbefore described written notice within one (1) working day of
contractor's becoming aware of the facts giving rise to the dispute shall constitute a
waiver of the right to assert the causative role of the defect or ambiguity in the plans or
specifications concerning the dispute.
15
C4-21
Attachment
City of San Luis Obispo
Specification No. 91079
Section D
FORM OF AGREEMENT
AGREEMENT
THIS AGREEMENT is made and entered into in the City of San Luis Obispo on [day, date, year] by
and between the CITY OF SAN LUIS OBISPO, a municipal corporation, hereinafter referred to as City,
and [CONTRACTOR'S NAME], hereinafter referred to as Contractor.
WITNESSETH:
WHEREAS, on City requested proposals for a asset and maintenance management system per
Specification No. 91079 .
WHEREAS, pursuant to said request, Contractor submitted a proposal that was accepted by City for
said services.
NOW THEREFORE, in consideration of their mutual promises, obligations and covenants
hereinafter contained, the parties hereto agree as follows:
1. TERM. The term of this Agreement shall be from the date this Agreement is made and entered,
as first written above, until acceptance or completion of services.
2. INCORPORATION BY REFERENCE. City Specification No. 91079 and Contractor's
proposal dated are hereby incorporated in and made a part of this Agreement.
3. CITY'S OBLIGATIONS. For providing Asset Management and Maintenance Software and
related services, as specified in this Agreement, City will pay and Contractor shall receive therefore
compensation in a total sum not to exceed [$ .001.
4. CONTRACTOR'S OBLIGATIONS. For and in consideration of the payments and agreements
hereinbefore mentioned to be made and performed by City, Contractor agrees with City to do everything
required by this Agreement and the said specification.
16
C4-22
I
Attachment
City of San Luis Obispo
Specification No. 91079
5. 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 Council of the City.
6. 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.
7. 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 Utilities Director
City of San Luis Obispo
879 Morro Street
San Luis Obispo, CA 93401
Contractor Name
Address
8. AUTHORITY TO EXECUTE AGREEMENT. Both City and Contractor 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.
ATTEST: CITY OF SAN LUIS OBISPO
By:
City Clerk City Manager, Katie Lichtig
APPROVED AS TO FORM: CONTRACTOR
17
C4-23
Attachment
City of San Luis Obispo
Specification No. 91079
y: I
City Attorney,Christine Dietrick
18
C4-24
Attachment
City of San Luis Obispo
Specification No. 91079
Section E
INSURANCE REQUIREMENTS: Contractor Services
The Contractor shall procure and maintain for the duration of the contract insurance against
claims for injuries to persons or damages to property, which may arise from or in connection
with the performance of the work hereunder by the. Contractor, its agents, representatives,
employees or subcontractors.
Minimum Scope of Insurance. Coverage shall be at least as broad as:
1. Insurance Services Office Commercial General Liability coverage (occurrence form CG
0001).
2. Insurance Services Office form number CA 0001 (Ed. 1/87) covering Automobile
Liability, code 1 (any auto).
3. Workers' Compensation insurance as required by the State of California and Employer's
Liability Insurance.
4. Errors and.Omissions Liability insurance as appropriate to the consultant's profession.
Minimum Limits of Insurance. Contractor shall maintain limits no less than:
1. General Liability: $1,000,000 per occurrence for bodily injury, personal injury and
property damage. If Commercial General Liability or other form with a general aggregate
limit is used, either the general aggregate limit shall apply separately to this
project/location or the general aggregate limit shall be twice the required occurrence
limit.
Z. Automobile Liability: $1,000,000 per accident for bodily injury and property damage.
3. Employer's Liability: $1,000,000 per accident for bodily injury or disease.
4. Errors and Omissions Liability: $1,000,000 per occurrence.
Deductibles and Self-Insured Retentions. Any deductibles or self-insured retentions must be
declared to and approved by the City. At the option of the City, either: the insurer shall reduce or
eliminate such deductibles or self-insured retentions as respects the City, its officers,'officials,
employees and volunteers; or the Contractor shall procure a bond guaranteeing payment of losses
and related investigations, claim administration and defense expenses.
Other Insurance Provisions. The general liability and automobile liability policies are to
contain, or be endorsed to contain, the following provisions:
1. The City, its officers, officials, employees, agents and volunteers are to be covered as
insureds as respects: liability arising out of activities performed by or on behalf of the
Contractor; products and completed operations of the Contractor; premises owned,
occupied or used by the Contractor; or automobiles owned, leased, hired or borrowed by
19
C4-25
Attachment •s
City of San Luis Obispo
Specification No. 91079
the Contractor. The coverage shall contain no special limitations on the scope of
protection afforded to the City, its officers, official, employees, agents or volunteers.
2. For any claims related to this project, the Contractor's insurance coverage shall be
primary insurance as respects the City, its officers, officials, employees, agents and
volunteers. Any insurance or self-insurance maintained by the City, its officers, officials,
employees, agents or volunteers shall be excess of the Contractor's insurance and shall
not contribute with it.
3. The Contractor's insurance shall apply separately to each insured against whom claim is
made or suit is brought, except with respect to the limits of the insurer's liability.
4. Each insurance policy required by this clause shall be endorsed to state that coverage
shall not be suspended, voided, canceled by either party, reduced in coverage or in limits
except after thirty (30) days' prior written notice by certified mail, return receipt
requested, has been given to the City.
Acceptability of Insurers. Insurance is to be placed with insurers with a current A.M. Best's
rating of no less than ANU.
Verification of Coverage. Contractor shall furnish the City with a certificate of insurance
showing maintenance of the required insurance coverage. Original endorsements effecting
general liability and automobile liability coverage required by this clause must also be provided.
The endorsements are to be signed by a person authorized by that insurer to bind coverage on its
behalf. All endorsements are to be received and approved by the City before work commences.
20
C4-26
Attachment
City of San Luis Obispo
Specification No. 91079
PROPOSAL SUMMARY FORM
ACKNOWLEDGEMENT
The undersigned declares that she or he:
• Has carefully examined Specification No. 91079, which is hereby made a part of this
proposal.
• Is thoroughly familiar with its contents.
• Is authorized to represent the proposing firm.
• Agrees to perform the work as set forth in this proposal for the following cost quoted in full:
Unit Water Wastewater Storm
Description Quantity Price Total Distribution Collection Water
Application software
-Computerized Maintenance
Management System Module
-Asset Management System Module
Concurrent-User License Cost
Enterprise Site License Cost
(including mobile)
Mobile License Cost
Discounts: special pricing,etc.
Sales tax @ 8.75%
Shipping and Handling
TOTAL BASE PRICE $ $ $ $ $ $
Warrant (list options)
DescriptionWater Wastewater Storm
Project Implementation
Migration
Integration
Training (Hourly rate for additional on-site training: $ )
Maintenance and Support Year 1
Year 2
Year 3
Year 4
TOTAL $ $ $
Firm Name and Address
Contact Phone
21
C4-27
Attachment
City of San Luis Obispo
Specification No. 91079
Signature of Authorized Representative Date
INSURANCE CERTIFICATE
❑ Certificate of insurance attached; insurance company's A.M. Best rating:
❑ Technical proposal documentation attached.
22
C4-28
i
Attachment J
City of San Luis Obispo
Specification No. 91079
REFERENCES
Number of years engaged in providing the services included within the scope of the specifications under
the present business name or by the principal assigned to this engagement: years.
Describe fully the last three contracts performed by your firm or the principal assigned to this
engagement, which demonstrates your ability to provide the services included with the scope of the
specifications. Attach additional pages if required. The City reserves the right to contact each of the
references listed for additional information regarding your firm's qualifications.
Reference No. l
Customer Name
Contact Individual
Telephone&FAX number
Street Address
J
City,State,Zip Code
Description of services provided
including contract amount,software
version,data conversion and
integration,when provided and
project outcome
Reference No.2
Customer Name
Contact Individual
Telephone&FAX number
Street Address
City,State,Zip Code
Description of services provided
including contract amount,software
version,data conversion and
integration,when provided and
J
project outcome
23
C4-29
Attachment
City of San Luis Obispo
Specification No. 91079
Reference No.3
Customer Name
Contact Individual
Telephone&FAX number r
Street Address
City,State,Zip Code
Description of services provided
including contract amount,software
version,data conversion and
integration,when provided and
project outcome
24
C4-30
Attachment
City of San Luis Obispo
Specification No. 91079
STATEMENT OF PAST CONTRACT DISQUALIFICATIONS
The Contractor shall state whether it or any of its officers or employees who have a proprietary interest in
it, has ever been disqualified, removed, or otherwise prevented from proposing on, or completing a
federal, state, or local government project because of the violation of law, a safety regulation, or for any
other reason, including but not limited to financial difficulties, project delays,or disputes regarding work
or product quality, and if so to explain the circumstances.
■ Do you have any disqualification as described in the above paragraph to declare?
Yes ❑ No ❑
E If yes, explain.the circumstances.
Executed on at under penalty of perjury of the laws of
the State of California,that the foregoing is true and correct.
u
Signature of Authorized Contractor
25
C4-31
Attachment
City of San Luis Obispo
Specification No. 91079
PROPOSERS LIST
Computerized Maintenance Management and Asset Management System
Specification No. 91079
26
C4-32