SR 03-14-2023 5G
City Council
Report
City Council Meeting: March 14, 2023
Agenda Item: 5.G
1 of 4
To: Mayor and City Council
From: Rick Valte, Public Works Director, Public Works, Water Resources
Subject: Approval of Third 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
1. Adopt a finding of no possibility of significant effect on the environment pursuant
to Section 15061(b)(3) (Common Sense Exemption) of the California
Environmental Quality Act (CEQA) Guidelines.
2. Authorize the City Manager to negotiate and execute a third 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 to
extend the agreement for an additional two years in the amount of $180,000, for
a total amount not to exceed $1,169,334 for a total contract term of twenty-four
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 Infor Global Solutions,
Inc’s Hansen CMMS since 2001. The Water Resources Division is in the process of
upgrading the CMMS system to modernize its operations and meet the needs of the
expanded and more advanced water/wastewater infrastructure constructed to increase
local water supplies and reduce the City’s reliance on imported water supplies. The
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current CMMS system will need to run concurrently while the division migrates to the
new system 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
a period of two years in the amount of $180,000, for a total cost not to exceed
$1,169,334 for a total term of twenty-four 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 third modification to CT #10419, this contract has had four 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. In February 2012, a new agreement (Contract #10419) was
executed with Infor to extend the term by an additional five years. In January 2017, a
first modification extended the new agreement with Infor for an additional five years and
additional licenses were purchased. In January 2022, MentorAPM was awarded a
contract to replace Hansen 8. In March 2022, a second modification of the agreement
with Infor was approved to extend the contract an additional year to run concurrently
with MentorAPM Enterprise Asset Management System (EAMS) until final
implementation.
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Due to delays with the implementation of the MentorAPM EAMS, staff recommends a
third modification to Contract #10419 to extend the term by two years and increase the
budget by $180,000 to operate the existing Infor Hansen CMMS system in parallel while
the new CMMS system is being implemented.
Environmental Review
The contract modification to extend the use of the Water Resources Division’s existing
CMMS system would have no possibility of significant effect on the environment, and
therefore, is exempt pursuant to Section 15061(b)(3) (Common Sense Exemption) of
the California Environmental Quality Act (CEQA) Guidelines.
Past Council Actions
Meeting Date Description
11/09/1999
(Attachment A)
Award of agreement with vendor for CMMS licensing and
maintenance support.
03/22/2022
(Attachment B)
Agreement was modified to extend the term.
Financial Impacts and Budget Actions
Staff seeks authority to approve available funding from the Water and Wastewater
Funds to increase the amount of Contract #10419 with Infor Global Solutions Inc. for
CMMS licensing and maintenance. Future year funding is contingent on Council budget
approval.
Contract Modification Request
Agreement #
Current
Authorized
Amount
FY 2022-23
Modified
Amount
Future
Years Dept Account # Total Revised
Contract Amount
10419 $494,667 $40,000 $50,000 50500001.529230 $584,667
10419 $494,667 $40,000 $50,000 51500001.529230 $584,667
Total $989,334 $80,000 $100,000 $1,169,334
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Prepared By: Thomas Poon, Senior Administrative Analyst
Approved
Forwarded to Council
Attachments:
A. Attachement A - Staff Report - November 9, 1999
B. Attachment B - Staff Report - March 22, 2022
C. FY 22-23 Oaks Initiative (Infor Public Sector, Inc)
D. CT 7636 (Original Agreement)
E. CT 9238 (Original Agreement)
F. CT 10419 (Modification 1)
G. CT 10419 (Modification 2)
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Packet Pg. 252 Attachment: Attachement A - Staff Report - November 9, 1999 (5584 : Mod 3 - CT #10419 - Infor Global Solutions)
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Packet Pg. 253 Attachment: Attachement A - Staff Report - November 9, 1999 (5584 : Mod 3 - CT #10419 - Infor Global Solutions)
City Council
Report
City Council Meeting: March 22, 2022
Agenda Item: 3.C
1 of 4
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
5.G.b
Packet Pg. 254 Attachment: Attachment B - Staff Report - March 22, 2022 (5584 : Mod 3 - CT #10419 - Infor Global Solutions)
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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.
5.G.b
Packet Pg. 255 Attachment: Attachment B - Staff Report - March 22, 2022 (5584 : Mod 3 - CT #10419 - Infor Global Solutions)
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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
5.G.b
Packet Pg. 256 Attachment: Attachment B - Staff Report - March 22, 2022 (5584 : Mod 3 - CT #10419 - Infor Global Solutions)
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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
5.G.b
Packet Pg. 257 Attachment: Attachment B - Staff Report - March 22, 2022 (5584 : Mod 3 - 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 personwhois:(a)trustee,(b)director,(c)partner,(d)
officer,orhas(e)morethan a ten percent interest in theentity.
Public benefits include:
1.Personal services contracts in excess of $25,000 over any 12-monthperiod;
2.Sale of material, equipment or supplies to the City in excess of $25,000 over a
12-monthperiod;
3.Purchase, sale or lease of real property to or from the City in excess of
$25,000 over a 12- monthperiod;
4.Non-competitive franchise awards with gross revenue of $50,000 or more
inany 12-monthperiod;
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-monthperiod.
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:
Permit #
FOR CITY USE ONLY:
Bid/PO/Contract #
02/07/2023
lindsay.pritchard@infor.com (651)767-7000
10419 (CCS)
Infor Public Sector, Inc
None
Gregory M Giangiordano, Brad Steiner, Mark Henry, Lindsay Pritchard
Lindsay Pritchard Associate General Counsel
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Packet Pg. 258 Attachment: FY 22-23 Oaks Initiative (Infor Public Sector, Inc) [Revision 1] (5584 : Mod 3 - CT #10419 - Infor Global Solutions)
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Packet Pg. 259 Attachment: CT 7636 (Original Agreement) (5584 : Mod 3 - CT #10419 - Infor Global Solutions)
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Packet Pg. 260 Attachment: CT 7636 (Original Agreement) (5584 : Mod 3 - CT #10419 - Infor Global Solutions)
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Packet Pg. 262 Attachment: CT 7636 (Original Agreement) (5584 : Mod 3 - CT #10419 - Infor Global Solutions)
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Packet Pg. 263 Attachment: CT 7636 (Original Agreement) (5584 : Mod 3 - CT #10419 - Infor Global Solutions)
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Packet Pg. 264 Attachment: CT 7636 (Original Agreement) (5584 : Mod 3 - CT #10419 - Infor Global Solutions)
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Packet Pg. 265 Attachment: CT 7636 (Original Agreement) (5584 : Mod 3 - CT #10419 - Infor Global Solutions)
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Packet Pg. 266 Attachment: CT 7636 (Original Agreement) (5584 : Mod 3 - CT #10419 - Infor Global Solutions)
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Packet Pg. 267 Attachment: CT 7636 (Original Agreement) (5584 : Mod 3 - CT #10419 - Infor Global Solutions)
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Packet Pg. 268 Attachment: CT 7636 (Original Agreement) (5584 : Mod 3 - CT #10419 - Infor Global Solutions)
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Packet Pg. 271 Attachment: CT 7636 (Original Agreement) (5584 : Mod 3 - CT #10419 - Infor Global Solutions)
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Packet Pg. 272 Attachment: CT 7636 (Original Agreement) (5584 : Mod 3 - CT #10419 - Infor Global Solutions)
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Packet Pg. 364 Attachment: CT 7636 (Original Agreement) (5584 : Mod 3 - CT #10419 - Infor Global Solutions)
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Packet Pg. 365 Attachment: CT 7636 (Original Agreement) (5584 : Mod 3 - CT #10419 - Infor Global Solutions)
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Packet Pg. 366 Attachment: CT 7636 (Original Agreement) (5584 : Mod 3 - CT #10419 - Infor Global Solutions)
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Packet Pg. 367 Attachment: CT 7636 (Original Agreement) (5584 : Mod 3 - CT #10419 - Infor Global Solutions)
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Packet Pg. 368 Attachment: CT 7636 (Original Agreement) (5584 : Mod 3 - CT #10419 - Infor Global Solutions)
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Packet Pg. 369 Attachment: CT 7636 (Original Agreement) (5584 : Mod 3 - CT #10419 - Infor Global Solutions)
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Packet Pg. 370 Attachment: CT 7636 (Original Agreement) (5584 : Mod 3 - CT #10419 - Infor Global Solutions)
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Packet Pg. 371 Attachment: CT 7636 (Original Agreement) (5584 : Mod 3 - CT #10419 - Infor Global Solutions)
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Packet Pg. 372 Attachment: CT 7636 (Original Agreement) (5584 : Mod 3 - CT #10419 - Infor Global Solutions)
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Packet Pg. 373 Attachment: CT 7636 (Original Agreement) (5584 : Mod 3 - CT #10419 - Infor Global Solutions)
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Packet Pg. 374 Attachment: CT 7636 (Original Agreement) (5584 : Mod 3 - CT #10419 - Infor Global Solutions)
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Packet Pg. 375 Attachment: CT 7636 (Original Agreement) (5584 : Mod 3 - CT #10419 - Infor Global Solutions)
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Packet Pg. 376 Attachment: CT 7636 (Original Agreement) (5584 : Mod 3 - CT #10419 - Infor Global Solutions)
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Packet Pg. 377 Attachment: CT 7636 (Original Agreement) (5584 : Mod 3 - CT #10419 - Infor Global Solutions)
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Packet Pg. 378 Attachment: CT 7636 (Original Agreement) (5584 : Mod 3 - CT #10419 - Infor Global Solutions)
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Packet Pg. 379 Attachment: CT 7636 (Original Agreement) (5584 : Mod 3 - CT #10419 - Infor Global Solutions)
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Packet Pg. 380 Attachment: CT 7636 (Original Agreement) (5584 : Mod 3 - CT #10419 - Infor Global Solutions)
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Packet Pg. 381 Attachment: CT 7636 (Original Agreement) (5584 : Mod 3 - CT #10419 - Infor Global Solutions)
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Packet Pg. 382 Attachment: CT 7636 (Original Agreement) (5584 : Mod 3 - CT #10419 - Infor Global Solutions)
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Packet Pg. 383 Attachment: CT 7636 (Original Agreement) (5584 : Mod 3 - CT #10419 - Infor Global Solutions)
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Packet Pg. 384 Attachment: CT 7636 (Original Agreement) (5584 : Mod 3 - CT #10419 - Infor Global Solutions)
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Packet Pg. 385 Attachment: CT 7636 (Original Agreement) (5584 : Mod 3 - CT #10419 - Infor Global Solutions)
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Packet Pg. 386 Attachment: CT 7636 (Original Agreement) (5584 : Mod 3 - CT #10419 - Infor Global Solutions)
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Packet Pg. 387 Attachment: CT 7636 (Original Agreement) (5584 : Mod 3 - CT #10419 - Infor Global Solutions)
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Packet Pg. 388 Attachment: CT 7636 (Original Agreement) (5584 : Mod 3 - CT #10419 - Infor Global Solutions)
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Packet Pg. 389 Attachment: CT 9238 (Original Agreement) (5584 : Mod 3 - CT #10419 - Infor Global Solutions)
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Packet Pg. 390 Attachment: CT 9238 (Original Agreement) (5584 : Mod 3 - CT #10419 - Infor Global Solutions)
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Packet Pg. 391 Attachment: CT 9238 (Original Agreement) (5584 : Mod 3 - CT #10419 - Infor Global Solutions)
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Packet Pg. 392 Attachment: CT 9238 (Original Agreement) (5584 : Mod 3 - CT #10419 - Infor Global Solutions)
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Packet Pg. 393 Attachment: CT 9238 (Original Agreement) (5584 : Mod 3 - CT #10419 - Infor Global Solutions)
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Packet Pg. 394 Attachment: CT 9238 (Original Agreement) (5584 : Mod 3 - CT #10419 - Infor Global Solutions)
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Packet Pg. 395 Attachment: CT 9238 (Original Agreement) (5584 : Mod 3 - CT #10419 - Infor Global Solutions)
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Packet Pg. 396 Attachment: CT 9238 (Original Agreement) (5584 : Mod 3 - CT #10419 - Infor Global Solutions)
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Packet Pg. 397 Attachment: CT 9238 (Original Agreement) (5584 : Mod 3 - CT #10419 - Infor Global Solutions)
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Packet Pg. 398 Attachment: CT 9238 (Original Agreement) (5584 : Mod 3 - CT #10419 - Infor Global Solutions)
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Packet Pg. 399 Attachment: CT 9238 (Original Agreement) (5584 : Mod 3 - CT #10419 - Infor Global Solutions)
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Packet Pg. 400 Attachment: CT 9238 (Original Agreement) (5584 : Mod 3 - CT #10419 - Infor Global Solutions)
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Packet Pg. 401 Attachment: CT 9238 (Original Agreement) (5584 : Mod 3 - CT #10419 - Infor Global Solutions)
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Packet Pg. 402 Attachment: CT 9238 (Original Agreement) (5584 : Mod 3 - CT #10419 - Infor Global Solutions)
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Packet Pg. 403 Attachment: CT 9238 (Original Agreement) (5584 : Mod 3 - CT #10419 - Infor Global Solutions)
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Packet Pg. 404 Attachment: CT 10419 (Modification 1) (5584 : Mod 3 - CT #10419 - Infor Global Solutions)
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Packet Pg. 405 Attachment: CT 10419 (Modification 1) (5584 : Mod 3 - CT #10419 - Infor Global Solutions)
1
SECOND MODIFICATION OF MAINTENANCE NO. 10419 (CCS)
This Second Modification of Agreement Number 10419 (CCS) (“Second Modifica-
tion”) entered into as of _________________ (“Execution Date”), by and between the
City of Santa Monica, a municipal corporation (“City”), and Infor Public Sector, Inc.
(“Contractor”) is made with reference to the following:
RECITALS
A. On or about 4/4/2001, City and Contractor’s predecessor entered into that cer-
tain Software License Agreement No. 7636 (CCS).
B. On or about 9/7/2010, the City and Contractor entered into Agreement Number
9238 (CCS) for a Computerized Maintenance Management System (CMMS) for
the Water Resources Division (“Original Agreement”).
C. On or about^^4/3/2017, the City and Contractor entered into a First Modification
of Agreement Number 10419 (CCS) (“First Modification”) which extended the
term of the agreement and increased funding to pay for the extension. Agreement
Number 9238 was assigned a new Agreement Number 10419 (CCS). The Original
Agreement and First Modification may be referred to collectively herein as “the
Agreement.”
D. The City and Contractor desire to modify the Agreement to extend its duration
and increase the agreement price to pay for the extension.
TERMS AND CONDITIONS
Now, therefore, the undersigned parties do hereby mutually agree to modify the Agree-
ment as follows:
1. Section II of the Exhibit A, Order Form of the Agreement entitled “Support Ser-
vices” shall be deleted in its entirety and replaced with the following paragraph:
Term. This Agreement begins on the Execution Date and terminates
on February 28, 2023, unless terminated earlier as set forth in the
Agreement or extended by the parties in writing.
2. Section II of the Exhibit A, Order Form of the Agreement be modified by adding
the following paragraph:
Compensation. The City will compensate Contractor for the Addi-
tional Services in an amount not to exceed $66,000, as set forth in Ex-
hibit B-2. The total agreement price for services pursuant to the Soft-
ware License Agreement No. 7636 (CCS), the Original Agreement, the
First Modification, and this Second Modification shall not exceed
$989,334.
3. Exhibit B-2 is attached hereto and incorporated herein by this reference.
DocuSign Envelope ID: 014AD6D2-19EC-42E6-B374-0F37524F32D5
4/12/2022
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Packet Pg. 406 Attachment: CT 10419 (Modification 2) (5584 : Mod 3 - CT #10419 - Infor Global Solutions)
2
4. Execution in Counterparts. This Second Modification may be executed in counter-
parts with the same effect as if both parties hereto had executed the same docu-
ment. All counterparts shall be construed together and shall constitute a single
modification. Any signature to this Second Modification transmitted electronically
through DocuSign or PDF shall be deemed an original signature and be binding
upon the parties hereto (it being agreed that such electronic signature shall have
the same force and effect as an original signature).
5. Except as expressly modified by this Second Modification, all other terms and con-
ditions of the Agreement shall be and remain in full force and effect.
IN WITNESS WHEREOF, the parties have executed this Second Modification as of
the date and year first written above.
ATTEST:
______________________________
DENISE ANDERSON-WARREN
City Clerk
APPROVED AS TO FORM:
______________________________
LANE DILG
City Attorney
CITY OF SANTA MONICA,
a municipal corporation
By: ______________________________
RICK COLE
City Manager
Contractor Corporation
#VENDOR
By: _______________________________
DocuSign Envelope ID: 014AD6D2-19EC-42E6-B374-0F37524F32D5
Interim City Attorney
4/7/2022
Susan Cola Infor
4/8/2022
Jeffrey Taylor
jt
David White
City Manager
4/12/20224/14/2022
City Clerk
Denise Anderson-Warren
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Packet Pg. 407 Attachment: CT 10419 (Modification 2) (5584 : Mod 3 - CT #10419 - Infor Global Solutions)
EXHIBIT B-2
Budget
Original Contract: $104,720
Extension: $231,948
Sole Source Purchase Order: $231,250
1st Modification: $355,416
2nd Modification: $66,000
Total Contract NTE (Original Contract, Extension, Sole Source PO, 1st Modification & 2nd
Modification): $989,334
DocuSign Envelope ID: 014AD6D2-19EC-42E6-B374-0F37524F32D5
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Packet Pg. 408 Attachment: CT 10419 (Modification 2) (5584 : Mod 3 - CT #10419 - Infor Global Solutions)