sr-121311-3iCity of City Council Report
Santa nionica,
City Council Meeting: December 13,, 2011
Agenda Item: 3 1
To: Mayor and City Council
From: Martin Pastucha, Director of Public Works
Jory Wolf, Chief Information Officer
Subject: Contract for Capital Improvement Program Management Software and
Services
Recommended Action
Staff recommends that the City Council:
1) Authorize the City Manager to negotiate and execute a contract with PMWeb Hill,
a joint venture between PMWeb Inc., a Massachusetts -based firm, and Hill
International Inc. a California -based firm, in the amount of $259,164 for software
and services to implement a Capital Improvement Program Management
System.
2) Authorize four one -year maintenance options, to commence in FY 2012 -13, at an
estimated annual expenditure of $28,750, for a total amount not to exceed
$115,000.
3) Authorize the budget changes as outlined in the Financial Impacts and Budget
Actions section of this report.
Executive Summary
Capital Improvement Projects (CIP) are often large in scale and scope with
accompanying multi -year timelines. Currently, these projects are managed through a
diverse array of existing individual software and tools, thus making it difficult to get a
city -wide view of their status. Implementation of PMWeb as a CIP Management System
will enable the City to better track capital projects across the enterprise and allow for
centralized data collection and consistency in the quality of financial control. The CIP
Management System will also provide staff with the tools necessary to develop and
manage the annual CIP plan. The implementation of the system, including software
licenses, software maintenance, and professional services will not exceed $374,164
over five years.
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Discussion
The primary purpose of the CIP Management System is to assist the City in developing
a long -range Capital Improvement Plan and to manage the implementation of the plan's
wide variety of complex projects. The City's capital projects, typically large in scale and
scope, may span several years. Currently, these projects are being managed with a
variety of tools without consistency across department or fund. A dedicated, unified CIP
Management System would enable the efficient management of capital projects and
allow for centralized data collection and consistency in financial control.
The CIP Management System would also provide a graphical interface for multiple
users in various departments to track and manage complex, multi -year capital projects,
and would create a centralized repository of project information and financial data. The
system would also have the ability to interface with existing financial and project
tracking systems. The centralized system would ensure continuity of information and
practices on these multi -year projects where responsible parties may change.
Consultant Selection
In December 2010, the City issued a Request for Proposals (RFP) for the
implementation of a CIP Management System. Six proposals were received and
evaluated by a committee comprised of staff from Public Works, Information Systems,
Finance, Housing and Economic Development, Community and Cultural Services, and
Planning and Community Development. This initial RFP process identified no clear
winner; however, it allowed the committee to develop a better understanding of the
product marketplace and to further hone the City's requirements. Thus, the committee
opted to terminate the selection process and to reissue another RFP with more
application- specific requirements.
In July 2011, the City issued a second RFP for the CIP Management System which
resulted in the receipt of seven proposals. The evaluation committee reviewed the
proposals and shortlisted two firms to be interviewed by a panel of City staff from
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various City departments. Each firm provided multiple product demonstrations specific
to the City's newly focused requirements. As a result of this process, the evaluation
committee overwhelmingly recommended PMWeb Hill, a joint venture located in
Universal City, CA and Woburn, MA, as the best bidder to provide the required CIP
Management System. The committee based its decision on several criteria related to
the product's technical strengths, specific features and functionality, vendor experience,
project approach and relative cost. PM Web Hill's fees are comparable to the other
shortlisted firm's fees.
The enterprise -class PMWeb from PMWeb Hill would provide the tools for planning and
managing all aspects of the City's five -year capital improvement program including, but
not limited to, project ranking and scoring to prioritize and develop the annual capital
improvement budgets and funding plans for individual projects. The software would
also allow project managers to better track actual project expenditures, manage the
schedules of individual projects, and provide easier control over the various documents
associated with the project. The software would allow workflow processes to be set up
to automatically route, for review and approval, typical project related documents such
as requests for information and change requests so that they could be reviewed and
approved more quickly.
Financial Impacts & Budget Actions
The contract to be awarded to PMWeb Hill will not exceed $374,164 over the next five
years. This amount includes an initial cost of $259,164 (including a 10% contingency)
plus four years of annual support and maintenance at $28,750 per year or $115,000. In
addition to the first year cost of $259,164, an estimated $47,000 of hardware costs will
be required to fully implement the system bringing the total first year cost to $306,164.
Funds in the amount of $275,000 are included in the FY2011 -13 budget at account
C018011.589000. Award of contract requires a budget transfer of $16,000 from
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account 25671.533580 to account 0258011.589000, and a budget transfer of $16,000
from account 31661.533580 to account 0318011.589000.
Budget authority for the $28,750 annual support and maintenance in subsequent years
will be requested in each budget cycle for Council approval. Future funding is
contingent upon Council approval.
Prepared by: Lee Swain, City Engineer
David Yeskel, Systems Analyst
Approved:
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Martin Pastucha
Director of Public Works
J/6 �1 -(•oJ Jvr ml�
J/y,Wolf
Chief Information Officer
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Forwarded to Council:
Rod Gould
City Manager
Reference Contract No.
9521 (CCS).