SR-08-26-2014-3KCity of City Council Report
Santa Monica
City Council Meeting: August 26, 2014
Agenda Item: 3-V.
To: Mayor and City Council
From: Martin Pastucha. Director of Public Works
Subject: Software Maintenance and Support Services Agreement with
Maintenance Connection, Inc.
Recommended Action
Staff recommends that the City Council authorize the City Manager to negotiate and
execute a sole source software maintenance and support agreement with Maintenance
Connection, Inc., a California -based company, for technical support in an amount not to
exceed $226,600 (includes a 10% contingency) over a five -year period, with future year
funding contingent on Council budget approval.
Executive Summary
The City implemented a computerized maintenance management system in 2008 to
track maintenance requests and repairs to public right -of -ways and City property and
facilities. The software maintenance and support agreement with Maintenance
Connection, Inc. expired on June 30, 2014. A new software maintenance and support
agreement is necessary in order to continue receiving software upgrades and technical
support services. Technical support for the system is proprietary and is only available
through the vendor. Staff recommends a sole source software maintenance and
support agreement with Maintenance Connection, Inc. for annual technical support in an
amount not to exceed $226,600 for a five -year period beginning in FY 2014 -15.
Background
On April 22, 2008, Council authorized a five -year agreement with Maintenance
Connection for the implementation and maintenance of a computerized maintenance
management system. This system allows City staff to track work orders from both
internal and external customers, as well as maintain repair and inspection history for
assets. Internal users who submit repair requests are able to track their requests, and
be notified via email of request status changes. In FY 2013 -14 the system tracked over
7,600 work orders.
On June 30, 2014, the Software Maintenance and Support Agreement #8919 (CCS)
between the City and Maintenance Connection expired. A new agreement is required
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for the extension of technical support service, system maintenance, quarterly software
upgrades and access to training for the computerized maintenance management
system.
Discussion
Vendor Selection
Maintenance Connection, Inc. is the sole proprietor of the computerized maintenance
management system used by the City and has exclusive rights to manufacture and sell
the product. Technical support services are only available through Maintenance
Connection, Inc. with no other available alternatives. The cost for annual technical
support is $41,130 per year, fixed for a five -year period beginning in FY 2014 -15.
Maintenance Connection, Inc. would provide software maintenance which includes
quarterly updates to enhance functionality and unlimited technical support, and report
building assistance.
Financial Impacts & Budget Actions
The agreement to be awarded to Maintenance Connection, Inc. is for an amount not to
exceed $226,600 (includes a 10% contingency) to provide annual technical support
services through June 30, 2019. Funds in the amount of $41,130 for the first year are
available in the FY 2014 -15 budget in division 014211. The agreement will be charged
to account 014211.533580. Budget authority for future years will be requested in each
budget cycle for Council approval. Future funding is contingent upon Council approval.
Prepared by: Kori Jones, Administrative Analyst
Approved: Forwarded to Council:
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Rod Gould
Martin Pastucha
Director of Public Works
City Manager
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Reference:
Contract No. 9962
(CCS)