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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. 1 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 2 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 3 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: U )� — Martin Pastucha Director of Public Works J/6 �1 -(•oJ Jvr ml� J/y,Wolf Chief Information Officer 12 Forwarded to Council: Rod Gould City Manager Reference Contract No. 9521 (CCS).