SR-071310-1ECity Council Meeting: July 13, 2010
Agenda Item: j-~
To: Mayor and City Council
From: Jory Wolf, Chief Information Officer
Susan Cline, Acting Director of Public Works
Subject: Hansen Version 8 Software Implementation
Recommended Action
Staff recommends that the City Council authorize the City Manager to negotiate and
execute a contract with INFOR in an amount not to exceed $231,948 (including a 10%
contingency) to upgrade the Computerized Maintenance Management System (CMMS)
from Hansen Version 7 to Hansen Version 8 for water, wastewater, industrial. waste,
and stormwater management.
Executive Summary
The Water Resources Division currently uses Hansen Version 7 as its CMMS. A
CMMS is a computer database that the City uses to track information on the various
utility maintenance operations to help staff do their jobs more effectively and make
informed decisions about the maintenance needs of the City's infrastructure. Hansen
Version 8 is a web-based application with a powerful work flow engine that allows staff
to streamline business processes with a centralized, online site. In contrast to Version
7, Version 8 is highly flexible and integrates seamlessly with the City's Geographic
Information System (GIS) and utility billing system. The Water Resources Protection
Program's inspection, sampling, and permitting processes will also be integrated into
the Version 8 implementation. Version 8 provides improved processes by enhancing
communications that would assist staff in successfully implementing the recently
completed Water Resources Asset Management Plan (AMP). INFOR is recommended
for the Hansen 8 implementation at a cost of $231,948.
Discussion
On November 9, 1999, Council authorized a contract with Hansen Information
Technologies, Inc. (now INFOR) to replace the City's manual maintenance
management system of water, wastewater, and stormwater with a computerized
system. Over the years, the City has been steadily building its information management
1
environment for CMMS with the advancements in information technology to include
features such as enhanced interface between the Hansen software and GIS. In 2008,
staff reviewed the capabilities of the newly released Hansen Version 8 and determined
that it possesses a powerful workflow engine, extensive flexibility, and enhanced GIS
integration that would further streamline business processes and improve the
effectiveness of the City's maintenance efforts. In addition, the service oriented
architecture in Hansen Version 8 allows the integration of Water Resources Protection
Program's inspection, sampling, and permitting processes.
In the development of the. AMP for the City's water, wastewater, and stormwater assets,
implementation of an enhanced CMMS compatible with Asset Management standards
has been identified as a significant improvement in information management
capabilities. Hansen Version 8 would improve service, increase efficiency, and
enhance work order management.
Contractor/Consultant Selection
Staff recommends INFOR to continue with the provision of the next generation CMMS
for water, wastewater, and stormwater assets because of its proven track record and
knowledge of Santa Monica, as well as the considerable amount of resources the City
has invested in developing the processes and training of staff on systems proprietary to
INFOR. The City will be able to upgrade all of its software licenses. at no cost, resulting
in additional cost benefits. INFOR (then Hansen Information Technologies, Inc.) was
competitively selected through the Request for Proposal process the City conducted in
1999.
Financial Impacts & Budget Actions
The contract amount to be awarded to INFOR for the software migration services,
purchase of additional modules, and maintenance of Hansen Version 8 is $231,948.
Funds are available in the following CIP accounts:
2
0259003.589000 Hansen 8 Software Upgrade $ 115,974
0319008.589000 Hansen 8 Software Upgrade $ 115,974
TOTAL $ 231,948
Software maintenance and additional licensing costs for future years, if necessary, will
be included in those years' operating budgets.
Prepared by: No C. Nkwenji, Systems Analyst -Water Resources
Approved:
ory olf
Chief Information Officer
Forwarded to Council:
Rod Gould
City Manager
Approved:
a
Acting Director of Public Works
3
Reference Contract No.
9238 (CCS).