SR 03-22-2022 3C
City Council
Report
City Council Meeting: March 22, 2022
Agenda Item: 3.C
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To: Mayor and City Council
From: Rick Valte, Public Works Director, Public Works, Water Resources
Subject: Approval of Second Modification to Contract #10419 (CCS) with Infor Global
Solutions for the Computerized Maintenance Management System for the
Public Works Department
Recommended Action
Staff recommends that the City Council authorize the City Manager to negotiate and
execute a second modification to Contract 10419 (CCS) with Infor Global Solutions for
the Computerized Maintenance Management System (CMMS) agreement with the
Water Resources Division for the Public Works Department. This modification is made
as an exception to the competitive bidding process pursuant to Section 2.24.250 (b) to
extend the agreement for an additional year in the amount of $66,000, for a total
amount not to exceed $989,334 for a total contract term of twenty-two years.
Summary
To ensure the efficient and reliable delivery of safe water to customers, the Water
Resources Division utilizes a Computerized Maintenance Management System (CMMS)
to track water and wastewater operation field data (e.g., date/time of pipe repair) to
better assess needs and condition of its assets, schedule repairs and track
maintenance records and costs. The Water Utility has utilized a CMMS from Infor
Global Solutions, Inc since 2001. The Water Resources Division is in the process of
upgrading the CMMS system to better meet the needs of the expanded and more
advanced water/wastewater infrastructure constructed to achieve water self-sufficiency.
The current CMMS system will need to run concurrently with the new system, once
procured, to avoid any loss in data, facilitate data transfer to the upgraded CMMS
system, and scheduling over an additional one-year period. Staff, therefore,
recommends extending the maintenance agreement with Infor Global Solutions, Inc. for
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a period of one year in the amount of $66,000, for a total cost not to exceed $989,334
for a total term of 22 years.
Discussion
The City of Santa Monica’s Water Resources Division utilizes Infor’s Hansen CMMS to
capture work orders, labor hours, equipment costs, and material costs per job
performed by staff. In addition, the CMMS system is used to inventory and track the
condition of its assets like water meters, water and sewer pipes, pumps, and
instrumentation vital to water production, water distribution, and sewer collection.
Vendor/Consultant Selection
Although this is the second modification to CT #10419, this contract has had three
iterations since its award in November 1999.
In June 1999 the City posted an RFP which was advertised in The Argonaut and Los
Angeles Times. A committee composed of members from the Water Resources Division
and Information Systems Department evaluated the proposals and Infor Global
Solutions, Inc. was selected based on their ability to meet the project specifications for
the water/wastewater infrastructure in existence at the time.
In July 2010, the agreement with Infor was extended and the system was upgraded to
the next iteration, Hansen 8 from Hansen 7. In February 2012, a new agreement
(Contract #10419) was executed with Infor to extend the term by an additional five
years. In January 2017, the first modification of the new agreement with Infor was
extended an additional five years and additional licenses were purchased.
Staff recommends a second modification to Contract #10419 to extend the term by one
year and increase the budget by $66,000 to operate the existing Infor Hansen CMMS
system in parallel for one year while the new CMMS system is being implemented. This
recommended modification is made as an exception to the competitive bidding process.
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Exception to Competitive Bidding
Staff recommends Infor Global Solutions, Inc. to provide software licensing and maintenance as an
exception to competitive bidding per Muni Code 2.24.250 (b). Infor Global Solutions, Inc. is the software
developer of Hansen 8 and the licensing is unavailable by any other distributor.
b. when a good or service is copyrighted, patented or only available form one license holder, including,
proprietary goods, original equipment manufacturers and/or exclusive distributors;
Past Council Actions
Meeting Date Description
11/09/1999
(Attachment A)
Award of agreement with vendor for CMMS licensing and
maintenance support.
07/13/2010
(Attachment B)
Agreement was modified to extend term and upgrade to latest
version of software.
02/14/2012
(Attachment C)
Agreement was modified to extend the term.
01/24/2017
(Attachment D)
Most recent modification to agreement to extend the contract
term.
Financial Impacts and Budget Actions
Staff seeks authority to approve funding from the Water and Wastewater Funds to
increase the amount of Contract #10419 with Infor Global Solutions Inc. for CMMS
licensing and maintenance.
Contract Modification Request
Agreement #
Current Authorized
Amount
FY 2021-22
Budget
Modified Request
Amount
Dept/CIP Account # Total Revised
Contract Amount
10419 $461,667 $33,000 50500001.529230 $494,667
10419 $461,667 $33,000 51500001.529230 $494,667
Total $923,334 $66,000 $989,334
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Prepared By: Thomas Poon, Senior Administrative Analyst
Approved
Forwarded to Council
Attachments:
A. Attachment A - Staff Report - November 9, 1999
B. Attachment B - Staff Report - July 13, 2010
C. Attachment C - Staff Report - February 14, 2012
D. Attachment D - Staff Report - January 24, 2017
E. Oaks Initiative - Infor Public Sector
F. Contract 7636 (CCS) - Original Contract
G. Contract 9238 (CCS) - Extension
H. Contract 10419 (CCS) - Modification 1
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3.C.a
Packet Pg. 135 Attachment: Attachment A - Staff Report - November 9, 1999 (4983 : Mod 2 - CT #10419 - Infor Global Solutions)
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Packet Pg. 136 Attachment: Attachment A - Staff Report - November 9, 1999 (4983 : Mod 2 - CT #10419 - Infor Global Solutions)
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Packet Pg. 137 Attachment: Attachment B - Staff Report - July 13, 2010 (4983 : Mod 2 - CT #10419 - Infor Global Solutions)
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Packet Pg. 138 Attachment: Attachment B - Staff Report - July 13, 2010 (4983 : Mod 2 - CT #10419 - Infor Global Solutions)
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Packet Pg. 139 Attachment: Attachment B - Staff Report - July 13, 2010 (4983 : Mod 2 - CT #10419 - Infor Global Solutions)
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Packet Pg. 140 Attachment: Attachment C - Staff Report - February 14, 2012 (4983 : Mod 2 - CT #10419 - Infor Global Solutions)
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Packet Pg. 141 Attachment: Attachment C - Staff Report - February 14, 2012 (4983 : Mod 2 - CT #10419 - Infor Global Solutions)
City Council Report
City Council Meeting: January 24, 2017
Agenda Item: 3.D
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To: Mayor and City Council
From: Joseph Cevetello, Chief Information Officer, Information Systems
Department, Software Systems
Subject: Modification of Software Maintenance and Support for Hansen Computerized
Maintenance Management System
Recommended Action
Staff recommends that the City Council authorize the City Manager to negotiate and
execute a modification of a support agreement with Infor Global Solutions, Inc. to
extend term for up to five years and to purchase additional mobile software licenses for
a total amount not to exceed $355,416, with future year funding contingent on Council
budget approval.
Executive Summary
The City of Santa Monica is heavily reliant on the availability of data to inform decision
making, manage day-to-day operations, optimize service delivery, and improve citizen
engagement. Many data repositories exist in the City. The City has used the Hansen
CMMS since 2001 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. Continued
maintenance support is necessary for the Hansen CMMS system to remain current, and
the maintenance term will soon expire. At this time, staff recommends extending the
maintenance agreement with Infor Global Solutions, Inc. for a period of up to five years
in amount up to $309,463, and to authorize the purchase of mobile licenses with
associated maintenance in an amount up to $45,953, for a for a total cost not to exceed
$355,416.
Background
In 1998, the City issued a Request for Proposal for a computerized maintenance
management system for water, wastewater and storm water. On November 9, 1999
(Attachment A), City Council authorized a Software License Agreement and Software
Maintenance and Support Agreement with Hansen Information Technologies, Inc. for
the purchase of a new Computerized Maintenance Management System (CMMS) in the
amount of $104,720 to replace the City’s manual maintenance management system for
water, wastewater, and storm water. Since that time, Hansen Information
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Packet Pg. 142 Attachment: Attachment D - Staff Report - January 24, 2017 (4983 : Mod 2 - CT #10419 - Infor Global Solutions)
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Technologies, Inc. was bought out by Infor Global Solutions, Inc., the current service
provider.
On July 13, 2010 (Attachment B), Council authorized the implementation of an upgrade
to the Hansen CMMS in an amount not to exceed $231,948 in order to enhance system
functionality.
On February 14, 2012 (Attachment C), Council approved maintenance and support
costs for Hansen CMMS in the amount of $231,250 for a five-year period, which expires
on February 28, 2017. Therefore, it is critical to extend the agreement for software
maintenance and support services to ensure business continuity, receive system
updates and product support, and maintain compliance with infrastructure and asset-
management regulatory requirements.
Discussion
The Water Resources Division has used the Hansen CMMS for approximately sixteen
years. Significant financial resources and training hours have been invested by the City
in this data management system. CMMS has greatly enhanced the information
management and work order processing capabilities of staff.
All Hansen software licenses previously purchased by the City are perpetual and
require no renewal. As part of the modification to extend the maintenance term, staff
also recommends purchasing mobile software licenses to enhance on-field staff’s
access to CMMS. Many industries now utilize mobile computing technology to create a
relationship between maintenance managers and field technicians. Having the ability to
connect to CMMS on mobile devices while on the field, is vital to reshaping the City's
asset and maintenance management practices. Some of the benefits would include:
faster response times by eliminating extra travel; reduction or elimination of duplicate
data entry; and expeditious routing and dispatching of service assignments.
Vendor/Consultant Selection
In 1999, a committee comprised of members from the Utilities Division, and Information
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Packet Pg. 143 Attachment: Attachment D - Staff Report - January 24, 2017 (4983 : Mod 2 - CT #10419 - Infor Global Solutions)
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System viewed software demonstrations from several computerized maintenance
management systems vendors. The evaluation criteria used to rank each vendor
included references from similar work, the ability of the vendor to meet the project
specifications and the technical environment in which the system would operate. After a
competitive process, the Council awarded the contract to Hansen Technologies, Inc.
(now Infor Global Solutions).
In 2008, the committee reviewed the capabilities of the newly released Hansen Version
8 and determined that it possessed a powerful workflow engine, extensive flexibility, and
enhanced GIS integration that would further streamline business processes and
improve the effectiveness of the City’s maintenance efforts. In addition, the service-
oriented architecture in Hansen Version 8 allowed the integration of Water Resources
Protection Program’s inspection, sampling, and permitting processes. In 2010 Council
authorized the implementation of an upgrade to the Hansen CMMS. Infor Global
Solutions, Inc. possesses the unique ability to maintain the proprietary system and to
provide necessary upgrades.
Staff recommends extending the term of the Hansen software maintenance and support
services with Infor Global Solutions, Inc. for a period of up to five years and to purchase
mobile software licenses.
Financial Impacts and Budget Actions
The agreement to be awarded to Infor Global Solutions, Inc. is for an amount not to
exceed $355,416. Funds of $80,818 are available in the FY 2016-17 budget in the
Public Works Department. The agreement will be charged to the following accounts:
25671.533580 $40,409
31661.533580 $40,409
TOTAL $80,818
Future year funding is contingent on Council budget approval.
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Packet Pg. 144 Attachment: Attachment D - Staff Report - January 24, 2017 (4983 : Mod 2 - CT #10419 - Infor Global Solutions)
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Prepared By: Ivo Nkwenji, Lead Systems Analyst, Information Systems
Approved
Forwarded to Council
Attachments:
A. November 9, 1999 Staff Report (web link)
B. July 13, 2010 Staff Report (web link)
C. February 14, 2012 Staff Report (web link)
D. Oaks Initiative Disclosure Form - Infor Global Solutions, Inc.
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Packet Pg. 145 Attachment: Attachment D - Staff Report - January 24, 2017 (4983 : Mod 2 - CT #10419 - Infor Global Solutions)
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 # ___________________________
d bby:y __________________________________________________________________________________________________________________________
e:e:e:e:e:e:e:________________________________________________________________________________________________________________________________________________________________________________________________________
&7 &&6
Lindsay Pritchard Associate General Counsel
1/30/2022
lindsay.pritchard@infor.com (651)767-7000
Infor Public Sector, Inc.
Gregory M Giangiordano, Brad Steiner, Mark Henry, Lindsay Pritchard
None
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Packet Pg. 146 Attachment: Oaks Initiative - Infor Public Sector (4983 : Mod 2 - CT #10419 - Infor Global Solutions)
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Packet Pg. 147 Attachment: Contract 7636 (CCS) - Original Contract (4983 : Mod 2 - CT #10419 - Infor Global Solutions)
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Packet Pg. 240 Attachment: Contract 7636 (CCS) - Original Contract (4983 : Mod 2 - CT #10419 - Infor Global Solutions)
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Packet Pg. 241 Attachment: Contract 7636 (CCS) - Original Contract (4983 : Mod 2 - CT #10419 - Infor Global Solutions)
3.C.f
Packet Pg. 242 Attachment: Contract 7636 (CCS) - Original Contract (4983 : Mod 2 - CT #10419 - Infor Global Solutions)
3.C.f
Packet Pg. 243 Attachment: Contract 7636 (CCS) - Original Contract (4983 : Mod 2 - CT #10419 - Infor Global Solutions)
3.C.f
Packet Pg. 244 Attachment: Contract 7636 (CCS) - Original Contract (4983 : Mod 2 - CT #10419 - Infor Global Solutions)
3.C.f
Packet Pg. 245 Attachment: Contract 7636 (CCS) - Original Contract (4983 : Mod 2 - CT #10419 - Infor Global Solutions)
3.C.f
Packet Pg. 246 Attachment: Contract 7636 (CCS) - Original Contract (4983 : Mod 2 - CT #10419 - Infor Global Solutions)
3.C.f
Packet Pg. 247 Attachment: Contract 7636 (CCS) - Original Contract (4983 : Mod 2 - CT #10419 - Infor Global Solutions)
3.C.f
Packet Pg. 248 Attachment: Contract 7636 (CCS) - Original Contract (4983 : Mod 2 - CT #10419 - Infor Global Solutions)
3.C.f
Packet Pg. 249 Attachment: Contract 7636 (CCS) - Original Contract (4983 : Mod 2 - CT #10419 - Infor Global Solutions)
3.C.f
Packet Pg. 250 Attachment: Contract 7636 (CCS) - Original Contract (4983 : Mod 2 - CT #10419 - Infor Global Solutions)
3.C.f
Packet Pg. 251 Attachment: Contract 7636 (CCS) - Original Contract (4983 : Mod 2 - CT #10419 - Infor Global Solutions)
3.C.f
Packet Pg. 252 Attachment: Contract 7636 (CCS) - Original Contract (4983 : Mod 2 - CT #10419 - Infor Global Solutions)
3.C.f
Packet Pg. 253 Attachment: Contract 7636 (CCS) - Original Contract (4983 : Mod 2 - CT #10419 - Infor Global Solutions)
3.C.f
Packet Pg. 254 Attachment: Contract 7636 (CCS) - Original Contract (4983 : Mod 2 - CT #10419 - Infor Global Solutions)
3.C.f
Packet Pg. 255 Attachment: Contract 7636 (CCS) - Original Contract (4983 : Mod 2 - CT #10419 - Infor Global Solutions)
3.C.f
Packet Pg. 256 Attachment: Contract 7636 (CCS) - Original Contract (4983 : Mod 2 - CT #10419 - Infor Global Solutions)
3.C.f
Packet Pg. 257 Attachment: Contract 7636 (CCS) - Original Contract (4983 : Mod 2 - CT #10419 - Infor Global Solutions)
3.C.f
Packet Pg. 258 Attachment: Contract 7636 (CCS) - Original Contract (4983 : Mod 2 - CT #10419 - Infor Global Solutions)
3.C.f
Packet Pg. 259 Attachment: Contract 7636 (CCS) - Original Contract (4983 : Mod 2 - CT #10419 - Infor Global Solutions)
3.C.f
Packet Pg. 260 Attachment: Contract 7636 (CCS) - Original Contract (4983 : Mod 2 - CT #10419 - Infor Global Solutions)
3.C.f
Packet Pg. 261 Attachment: Contract 7636 (CCS) - Original Contract (4983 : Mod 2 - CT #10419 - Infor Global Solutions)
3.C.f
Packet Pg. 262 Attachment: Contract 7636 (CCS) - Original Contract (4983 : Mod 2 - CT #10419 - Infor Global Solutions)
3.C.f
Packet Pg. 263 Attachment: Contract 7636 (CCS) - Original Contract (4983 : Mod 2 - CT #10419 - Infor Global Solutions)
3.C.f
Packet Pg. 264 Attachment: Contract 7636 (CCS) - Original Contract (4983 : Mod 2 - CT #10419 - Infor Global Solutions)
3.C.f
Packet Pg. 265 Attachment: Contract 7636 (CCS) - Original Contract (4983 : Mod 2 - CT #10419 - Infor Global Solutions)
3.C.f
Packet Pg. 266 Attachment: Contract 7636 (CCS) - Original Contract (4983 : Mod 2 - CT #10419 - Infor Global Solutions)
3.C.f
Packet Pg. 267 Attachment: Contract 7636 (CCS) - Original Contract (4983 : Mod 2 - CT #10419 - Infor Global Solutions)
3.C.f
Packet Pg. 268 Attachment: Contract 7636 (CCS) - Original Contract (4983 : Mod 2 - CT #10419 - Infor Global Solutions)
3.C.f
Packet Pg. 269 Attachment: Contract 7636 (CCS) - Original Contract (4983 : Mod 2 - CT #10419 - Infor Global Solutions)
3.C.f
Packet Pg. 270 Attachment: Contract 7636 (CCS) - Original Contract (4983 : Mod 2 - CT #10419 - Infor Global Solutions)
3.C.f
Packet Pg. 271 Attachment: Contract 7636 (CCS) - Original Contract (4983 : Mod 2 - CT #10419 - Infor Global Solutions)
3.C.f
Packet Pg. 272 Attachment: Contract 7636 (CCS) - Original Contract (4983 : Mod 2 - CT #10419 - Infor Global Solutions)
3.C.f
Packet Pg. 273 Attachment: Contract 7636 (CCS) - Original Contract (4983 : Mod 2 - CT #10419 - Infor Global Solutions)
3.C.f
Packet Pg. 274 Attachment: Contract 7636 (CCS) - Original Contract (4983 : Mod 2 - CT #10419 - Infor Global Solutions)
3.C.f
Packet Pg. 275 Attachment: Contract 7636 (CCS) - Original Contract (4983 : Mod 2 - CT #10419 - Infor Global Solutions)
3.C.f
Packet Pg. 276 Attachment: Contract 7636 (CCS) - Original Contract (4983 : Mod 2 - CT #10419 - Infor Global Solutions)
3.C.g
Packet Pg. 277 Attachment: Contract 9238 (CCS) - Extension (4983 : Mod 2 - CT #10419 - Infor Global Solutions)
3.C.g
Packet Pg. 278 Attachment: Contract 9238 (CCS) - Extension (4983 : Mod 2 - CT #10419 - Infor Global Solutions)
3.C.g
Packet Pg. 279 Attachment: Contract 9238 (CCS) - Extension (4983 : Mod 2 - CT #10419 - Infor Global Solutions)
3.C.g
Packet Pg. 280 Attachment: Contract 9238 (CCS) - Extension (4983 : Mod 2 - CT #10419 - Infor Global Solutions)
3.C.g
Packet Pg. 281 Attachment: Contract 9238 (CCS) - Extension (4983 : Mod 2 - CT #10419 - Infor Global Solutions)
3.C.g
Packet Pg. 282 Attachment: Contract 9238 (CCS) - Extension (4983 : Mod 2 - CT #10419 - Infor Global Solutions)
3.C.g
Packet Pg. 283 Attachment: Contract 9238 (CCS) - Extension (4983 : Mod 2 - CT #10419 - Infor Global Solutions)
3.C.g
Packet Pg. 284 Attachment: Contract 9238 (CCS) - Extension (4983 : Mod 2 - CT #10419 - Infor Global Solutions)
3.C.g
Packet Pg. 285 Attachment: Contract 9238 (CCS) - Extension (4983 : Mod 2 - CT #10419 - Infor Global Solutions)
3.C.g
Packet Pg. 286 Attachment: Contract 9238 (CCS) - Extension (4983 : Mod 2 - CT #10419 - Infor Global Solutions)
3.C.g
Packet Pg. 287 Attachment: Contract 9238 (CCS) - Extension (4983 : Mod 2 - CT #10419 - Infor Global Solutions)
3.C.g
Packet Pg. 288 Attachment: Contract 9238 (CCS) - Extension (4983 : Mod 2 - CT #10419 - Infor Global Solutions)
3.C.g
Packet Pg. 289 Attachment: Contract 9238 (CCS) - Extension (4983 : Mod 2 - CT #10419 - Infor Global Solutions)
3.C.g
Packet Pg. 290 Attachment: Contract 9238 (CCS) - Extension (4983 : Mod 2 - CT #10419 - Infor Global Solutions)
3.C.g
Packet Pg. 291 Attachment: Contract 9238 (CCS) - Extension (4983 : Mod 2 - CT #10419 - Infor Global Solutions)
3.C.h
Packet Pg. 292 Attachment: Contract 10419 (CCS) - Modification 1 (4983 : Mod 2 - CT #10419 - Infor Global Solutions)
3.C.h
Packet Pg. 293 Attachment: Contract 10419 (CCS) - Modification 1 (4983 : Mod 2 - CT #10419 - Infor Global Solutions)