SR 09-10-2019 3D
City Council
Report
City Council Meeting: September 10, 2019
Agenda Item: 3.D
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To: Mayor and City Council
From: Joseph Cevetello, Chief Information Officer, Information Services
Department, Customer Experience and Support
Susan Cline, Director, Public Works Department
Subject: Approval of Software Maintenance and Support Services Agreement with
Maintenance Connection, Inc. to track information about City Facilities and
properties, maintenance requests, and repairs to the public right -of-way
Recommended Action
Staff recommends that the City Council authorize the City Manager to negotiate and
execute a Software Maintenance and Support Agreement with Maintenance
Connection, a California corporation, for a period of one-year with two additional one-
year renewal options, with Maintenance Connection, Inc. This recommended award is
made as an exception to the competitive bidding process pursuant to Section 2.24.080
(b) for an amount not to exceed $150,000. Future funding is contingent on Council
budget approval.
Summary
The City has used the Maintenance Connection computerized maintenance
management system (CMMS) for Facilities Maintenance since 2008. This CMMS is
used to track information about City Facilities and properties, maintenance requests,
and repairs to the public right-of-way. The software maintenance and support
agreement with Maintenance Connection, Inc. expired on June 30, 2019. 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 and software maintenance for a period of one-year with
two additional one-year renewal options, for an amount not to exceed $150,000.
Discussion
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Significant financial resources and training hours have been invested by the City in this
data management system. The CMMS has greatly enhanced the information
management and work order processing capabilities of staff. It is used to identify
resources used on work; generate maps to conduct analysis and create regulatory
reports for City projects; and a data source for making informed decisions related to
infrastructure maintenance needs.
On June 30, 2019, the Software Maintenance and Support Agreement #9962(CCS)
between the City and Maintenance Connection expired. A new agreement is required
for the extension of technical support services, system maintenance, quarterly software
upgrades, and access to training for the CMMS.
Vendor Selection
Exception to Competitive Bidding
Staff recommends Maintenance Connection to provide software maintenance and support as an
exception to competitive bidding per Muni Code 2.24.250 (b).
Maintenance Connection, Inc. is the sole proprietor of the CMMS 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. Maintenance Connection, Inc was selected through a competitive
bidding process in 2008.
b. (b) Competition does not reasonably exist because only one vendor possesses the unique ability or
capability to meet the particular requirements of the solicitation, such as when a good or service is
copyrighted, patented or otherwise only available form one license holder, including, for example,
proprietary goods of original equipment manufacturers and/or their authorized exclusive distributors
Past Council Actions
Meeting Date Description
04/22/08 (attachment A) Original bid and award of agreement with Maintenance
Connection, Inc. for implementation of a computerized
maintenance management system (CMMS).
08/26/14 (attachment B) First renewal to agreement with Maintenance Connection,
Inc.
Financial Impacts and Budget Actions
Staff seeks authority to award an agreement with Maintenance Connection, Inc. for
software support and maintenance services.
Agreement Request
Request Amount FY 2019-20 Public Works Account # Total Contract Amount
$46,507 01500018.575030 $150,000
Future year funding is contingent on Council budget approval.
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Prepared By: Sandye Amshen, Customer Experience and Support Manager
Approved
Forwarded to Council
Attachments:
A. April 22, 2008 Staff Report (Web Link)
B. August 26, 2014 Staff Report (Web Link)
C. OAKS - Maintenance Connection
CITY OF SANTA MONICA
OAKS INITIATIVE DISCLOSURE FORM
In order to facilitate compliance with the requirements of the Oaks Initiative, the City
compiles and maintains certain information. That information includes the name of any
person or persons who is seeking a “public benefit.” If the “public benefit” is sought by
an entity, rather than an individual person, the information includes the name of every
person who is: (a) trustee, (b) director, (c) partner, (d) officer, or has (e) more than a ten
percent interest in the entity.
Public benefits include:
1. Personal services contracts in excess of $25,000 over any 12-month period;
2. Sale of material, equipment or supplies to the City in excess of $25,000 over a 12-
month period;
3. Purchase, sale or lease of real property to or from the City in excess of $25,000
over a 12- month period;
4. Non-competitive franchise awards with gross revenue of $50,000 or more in any
12-month period;
5. Land use variance, special use permit, or other exception to an established land
use plan, where the decision has a value in excess of $25,000;
6. Tax “abatement, exception, or benefit” of a value in excess of $5,000 in any 12-
month period; or
7. Payment of “cash or specie” of a net value to the recipient of $10,000 in any 12-
month period.
Name(s) of persons or entities receiving public benefit:
Name(s) of trustees, directors, partners, and officers:
Name(s) of persons with more than a 10% equity, participation, or revenue interest:
Prepared by: ____________________________Title: __________________________
Signature: ______________________________________ Date: ________________
Email: ____________________________________ Phone: ____________________
FOR CITY USE ONLY:
Bid/PO/Contract # ____________________________ Permit # ___________________________
Rick Buffington VP Finance
legal@accruent.com 512-831-6849
Accruent LLC
John Borgerding, CEO
Kirk Orgeldinger, CFO
N/A
DocuSign Envelope ID: 0901E478-1960-4341-A93A-6F0F5045D32F
REFERENCE:
Agreement No. 10934
(CCS)