SR-505-001-04
EPWM:CP:GB:JH f:/utilsrvr/users/jhigbee/data:hansen.doc Santa Monica, California
Council Meeting: November 9, 1999
TO: Mayor and City Council
FROM: City Staff
SUBJECT: Recommendation to Award Contract to Hansen Information Technologies,
Inc., for a Computerized Maintenance Management System for Water,
Wastewater and Storm Water
Introduction
This report recommends that the City Council award a contract to Hansen Information
Technologies, Inc., for a computerized maintenance management system for water,
wastewater and storm water in the amount of $104,720.
Background
In FY 1993-94, funds were budgeted for the Water and Wastewater Divisions to replace
the manual maintenance management system with a computerized system. In 1996,
the City purchased the sewer maintenance management module. After two years, it
became apparent that technical support and on-going training for the system was not
adequate. Additionally, the technology at the time of purchase did not include an
interface with the City?s planned geographical information system (GIS). Utilities and
Information Systems Division staff on several occasions worked with the vendor to try to
remedy the situation; however, the system was eventually abandoned.
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Discussion
From December 1998 to February 1999, staff from the Utilities Division and Information
System Division viewed software demonstrations from several vendors (including the
original vendor) in order to learn about the most recent developments in computerized
maintenance management systems. Information gained from the demonstrations
aided staff in developing a Request for Proposal (RFP). The RFP was prepared and
posted to the City?s web site on June 3, 1999. Public notices of the RFP were also
published in The Argonaut and Los Angeles Times newspapers on June 17 and 24,
1999. The deadline for proposal submittal was June 25, 1999. The original vendor
could not meet the criteria of the RFP and declined to submit a proposal.
In July, a maintenance management system review committee consisting of staff from
the Utilities and Information Systems Divisions reviewed the vendor proposals. The
evaluation criteria used to rank each vendor included references from similar work, the
ability of the vendor to meet the project specifications as stated in the RFP, and the
technical environment in which the system would operate. After the review process was
complete, the committee chose Hansen Technologies, Inc., for the following reasons:
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Software integrates well with existing city-wide networks and databases, as
well as newly-developed Utilities GIS.
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Proposed scope best fits Divisions? needs (of principal importance, Hansen
was the only vendor to provide a water treatment and sewer plant module).
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Reports provided with system are better suited for preventative maintenance,
emergency and historical data needs.
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Firm provides excellent training packages and local support services.
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Numerous other agencies use and recommend the system.
Budget/Financial Impact
The project is funded by savings from the GIS/CAD work station project. The cost of
the maintenance management software will be split between the water, wastewater and
storm water funds as follows:
$ 34,907 Water Fund ? C25085299.589000
$ 34,906 Wastewater Fund ? C31085299.589000
$ 34,906 Storm Water Fund ? C34085299.589000
$104,720
The contract price includes one year of software maintenance ($8,820). In future years,
software maintenance costs will be budgeted in the operating budgets for each fund.
Recommendation
Staff recommends that City Council award a contract to Hansen Information
Technologies, Inc., for a computerized maintenance management system for water,
wastewater and storm water in the amount of $104,720.
Prepared by: Craig Perkins, Director of Environmental and Public Works Management
Gil Borboa, P.E., Utilities Manager
Michael Carson, GIS Analyst
Jean Higbee, Utilities Business Supervisor
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