SUBJECT/RECOMMENDATION:
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Approve a contract with Black and Veatch of Overland Park, KS for project management and software implementation services in support of a computerized maintenance management system (CMMS) for Public Utilities and on-going configuration maintenance and support for a three-year term, beginning November 1, 2023 through October 31, 2026, in the not to exceed amount of $1,987,209.00 pursuant to RFP 36-23 and authorize the appropriate officials to execute same. (consent)
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SUMMARY:
The City is migrating to a new enterprise asset management (EAM) platform (Cityworks) to provide CMMS solutions for City operations. Departments planned for use of the EAM are Public Utilities, Public Works, Gas, Parks & Recreation and General Services. EAM is a documented, systematic approach to managing physical infrastructure to maximize its service life and anticipate resource needs for operation and eventual replacement.
On April 19, 2023, Procurement issued Request for Proposal (RFP) 36-23, Asset Management System, and on May 18, 2023, three proposals were received. A team of city staff representing Information Technology, Public Utilities and Public Works reviewed each of the submittals and selected Black & Veatch. This phase of the project (Public Utilities) includes the addition of CMMS for the water distribution, wastewater collection, water treatment, water production (wells and RO plants) and wastewater treatment.
The agreement also includes professional services for asset inventories at the six plants (three water production and three wastewater treatment) and some conditional assessments of lateral infrastructure.
The project timeline is anticipated to be 18 months for implementation of Public Utilities operations and an approximate additional 24 months for the remaining four departments. Future phases of implementation may utilize professional services from other providers.
APPROPRIATION CODE AND AMOUNT:
Funds are budgeted and available in the Public Utilities CIP budget in the current support year, FY23-24, for implementation services and software. Funds for software subscription, FY24-25 and FY25-26, will also be included and charged back to user department in the respective Information Technology Admin Services budgets.
STRATEGIC PRIORITY:
This purchase will facilitate the enterprise asset management project and support all the objectives of a High-Performance Government, as well as waste reduction (Environmental Stewardship) and collaborative engagement and inclusive decision making (Superior Customer Service).
