sr-021412-3oCity of City Council Report
Santa Monica
City Council Meeting: February 14, 2012
Agenda Item: 3-0
To: Mayor and City Council
From: Jory Wolf, Chief Information Officer
Subject: Maintenance of Hansen Computerized Maintenance Management System
Recommended Action
Staff recommends that the City Council approve a sole source purchase order with Infor
Global Solutions, a Georgia -based company, for the purchase of software maintenance
and support services for the Hansen computerized maintenance management system
for a total amount not to exceed $231,250 for the five year period of March 1, 2012
through February 28, 2017.
Executive Summary
In November 1999, the City Council authorized the purchase of a new computerized
maintenance management system (CMMS) from Hansen Information Technologies,
Inc., a software vendor since purchased by Infor Global Solutions, Inc. The City uses
the Hansen CMMS to track information about water resources and wastewater
maintenance operations to help staff work more effectively and make better informed
decisions about the maintenance needs of the City's infrastructure. The purchase of
maintenance and support services is necessary in order to ensure continued
maintenance of the system and obtain system updates required to comply with federal
and state asset management regulations. The maintenance and support services will
not exceed $231,250 for a five year period.
Background
On November 9 1999, Council authorized a contract with Hansen Information
Technologies, Inc. (now Infor Global Solutions, Inc.) to replace the City's manual
maintenance management system of water, wastewater and storm water with a
computerized system.
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On July 13, 2010, Council authorized the implementation of Hansen Version 8, the next
generation CMMS for water, wastewater, and storm water assets.
The Water Resources Division has used the Hansen CMMS for approximately 11 years.
Significant financial resources and training hours have been invested by the City in this
data management system, and the information management and work order processing
capabilities of staff have been greatly enhanced.
Discussion
The software licenses previously purchased by the City for Hansen are perpetual and
require no renewal. However, in order to receive critical support and regular software
updates to be in compliance with federal and state asset management regulations, the
City must continue software maintenance through Infor Global Solutions, Inc. Annual
increases would be capped at six percent in each of the following four years ending in
February 2017. A sole source purchase order is recommended because software
system support and maintenance services for Hansen CMMS are provided exclusively
by Infor Global Solutions, Inc.
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Financial Impacts & Budget Actions
The purchase order to be awarded to Infor Global Solutions is $231,250 for the five year
period. Funds are included in the FY2011 -12 budget at the following accounts:
25671.533580
31661.533580
TOTAL
$20,512
$20,511
$41,023
Budget authority for future years will be requested in each budget cycle for Council
approval. Future funding is contingent upon Council approval.
Prepared by: No C. Nkwenji, Lead Systems Analyst — Water Resources
Approved: Forwarded to Council:
*fnfor Rod Gould
C tion Officer City Manager
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