HomeMy WebLinkAboutAgenda Report - November 5, 2008 E-06AGENDA ITEM Ili
AlfflmhL
CITY OF LODI
%" COUNCIL COMMUNICATION
TM
AGENDA TITLE: Adopt Resolution Awarding Contract for Computerized Maintenance
Management System (CMMS) Software Purchase and Installation to
CarteGraph Systems, Inc., of Dubuque, Iowa ($28,441)
MEETING DATE: November 5,2008
PREPARED BY: Public Works Director
RECOMMENDED ACTION: Adopt a resolution awarding the contract for Computerized
Maintenance Management System (CMMS) software and
installation to CarteGraph Systems, Inc., of Dubuque, Iowa, in the
amount of $28,441.
BACKGROUND INFORMATION: The State Water Resources Control Board adopted an order in 2006
that regulates all public collection systems with more than one mile
of pipeline. The order requires agencies to document and record
wastewater operations and maintenance activities. For a utility of
Lodi's size, this requires a level of detail that can only be effectively managed using CMMS software.
Compliance with the order is also a provision of the City's Waste Discharge Permit for the White Slough
Water Pollution Control Facility.
The Water Services Division anticipated the purchase of CMMS software in the Fiscal Year 2008109
budget and will implementthe system by spring 2009. This type of system facilitates better scheduling of
work, improves tracking capabilities, and provides the ability to monitor the performance of the preventive
maintenance program to meet the order's objectives.
Although required by State order for the wastewater collection system, this software will improve
operations efficiency and asset management for the water system as well. In addition, this software will
be configured to manage the City's water meter program at no additional software cost.
Staff researched the products of three companies that provide CMMS software. CE those studied, the
software offered by CarteGraph Systems, Inc., contained the features and expandability that best fit the
Department's needs and budget. The contract amount is $28,441 and the total project cost is expected
to be $35,000, which includes an allowance for extraordinary installation costs, system configuration, and
staff training.
FISCAL IMPACT: In addition to the initial software costs, implementation of this planned
project will save cost through improved operational efficiency of the Water
Services Division, the effectiveness of the wastewater collection system
preventive maintenance program, and the reduced risk of sanitary
sewer/system overflows and potential fines.
APPROVED:
BlaiManager
KMP=UNGIL1081AwardCMMS dor, 10/30/20013
Adopt Resolution Awarding Contractfor Computerized Maintenance Management System (CMMS)Software
Purchase and Installation to CarteGraph Systems, Inc., of Dubuque, Iowa ($28,441)
November 5,2008
Page 2
FUNDING AVAILABLE: $35,000 for this project has been appropriated in the 2008109 budget:
Water Operating Budget (180451) $17,500
Wastewater Operating Budget (170401) $17,500
7r
ans, Budget Manager
A,,, ..,L,,
F. Wally SAdelin
Public Works Director
Prepared by Kevin Gaither. Water Services Technician
FWS/CSIKG/dsg
cc; D. Stephen Schwabauer, City Attorney
F. Wally Sandelin, Public Works Director
Charles E.Swimley. Jr., Water Services Manager
Frank Beeler, Water/Wastewater Superintendent
Kevin Gaither, Water Services Technician
K:1WPIC01JNCILI081AwardCMMS.doc 1012812006
City of Lodi, CA
Software and Services Agreement C0809003
with Cart6&aph Systems, Inc.
Cart6Graph Systems, Inc. 1 3600 Digital Drive I Dubuque, Iowa 52003
800.688.2656 1 563.556.8120
www.cartegraph.com
f
L (.E . , OV
Software and Services Agreement..................................................................... 3
Scopeof Project................................................................................... 3
Software Subscription Licenses &t Maintenance..................................................... 3
ProjectServices.......................................................................................... 3
SupportServices......................................................................................... 5
Project Assumptions..................................................................................... 6
Customer Responsibilities.............................................................................. 6
ProjectInvestment................................................................................ 7
Software and Services Provided....................................................................... 7
Payment Terms and Conditions........................................................................ 8
GeneralTerms..................................................................................... 9
PROPRIETARYINFORMATION: The C147of Lodi acknowledges that all materials and documents associated
tdd2 thisproject are proprietary in nature. This specifically includespricing information, training nzaterials and
consulting documents as described. The City of Lodifurther agrees not to copy or otherwise make mailable such
materials outside of the City of Lodi and its divisions and departments without theprior written consent of
CarteGraph Systems, Inc., except as required by law.
City of Lodi, CA
Software and Services Agreement
October 22, 2008
THIS AGREEMENT is made and entered into between City of Lodi, hereinafter referred to as "Customer" or
"Licensee,"whose address is City of Lodi, 1331 South Ham Lane, Lodi, CA 95242-3995, and CartEGraph Systems,
Inc., 3600 Digital Drive, Dubuque, Iowa 52003, hereinafter referred to as "CartEGraph."
Scope of" 1"roject
Software Subscription Licenses &t Maintenance
CARTEGRAPH shall provide and deliver licenses to use the Software Products and in the quantities listed in
Software and Services Provided. Software Products are developed and supported products available from
CartEGraph. CartEGraph will provide these Software Products to Customer in their standard form and at the
most current generally available release version level published at that time of installation.
CartEGraph software is currently supported within the following:
WORKSTATION PLATFORM: Windows 2000 edition, XP Professional, Vista Business Ultimate. Supported
operating systems will be listed on Cart8Graph's web site. (http://www.cartegrapli.coiii)
DATABASE: Access, SQL 2000, SQL 2005 (Express, Workgroup, Standard, and Enteiyrise), Oracle 9.i,
Oracle 10.g.
CartEGraph software will be supported within new versions of these workstation platforiiis aiid databases within a
reasonable period of time from their release from their manufacturer. CartCGraph will discontinue support of its
software within older versions of these workstation platfornis and databases as their support is discontinued by their
maiiufacturers.
Maintenance
Services And Products Covered: This Agreement applies to the Software Products listed in Software and Services
Provided. During the term of this Agreement, CartEGraph will provide the following services or products as part of
this Agreement
1) Technical Support: Customer will receive unlimited toll-free support via phone, fax or e-mail through the
CartEGraph Help Desk for technical issues relating to the use of the licensed software. Telephone support will
be available Monday through Friday between the hours of 7:30 a.m.-5:30 p.m. Central time by dialing 800-
688-2656, ext. 6200 (suppoi-l((Dcarte�,yraph,coml.
2) All updates and upgrades to licensed products for the term of the maintenance agreement.
3) All benefits, products, services, and WEBed training sessioiis available at the customer only Client Support
Center web site at www.cartegraph.com.
Term
Initial Software Subscription Licenses & Maintenance shall be in effect for the Initial Tenn of twelve (12) months
fi-om the Initial Tenn Start Date through the Initial Term End Date for each Software License. Annual Software
Licenses shall automatically renew at the end of the Initial Tenn for unlimited, successive 12-1110111hRenewal
Terms. Licensee may terminate Software Licenses at the end of the Initial Term or any subsequent Renewal Term
by notifying CartEGraph in writing of their intention to do so at least 60 days prior to the applicable End Date for
that term.
Project Services
CartEGraph shall provide the following Project Services to implement and deploy the Software Products.
CartEGraph shall be responsible for the tiniely performance of all Project Services and warrants that all
professional and technical services provided to Customer pursuant to this Agreement shall be of good and
C0809003 3
City cfLodi, CA
October 22, 2008
workmanlike quality and will meet or exceed standards of similar professional services within the industry.
CarteGraph inakes no further warranty, representation or promise not expressly set forth in this Agreenient.
I) Application Installation Services: CarteGraph will provide through Internet access', expert technical resources
to work with Customer's Information Systems personnel to install and configure the Software Products in
Customer's database environment. Service assumptions include:
a) Customer will purchase and install the database software but CarteGraph will configure Customer's
SQL database.
b) Database rep lication/syncbronization is not required.
c) Customer IT staff will be present and available at all times during Installation.
d) Iiistallatioii Components include:
i) Pre-Iiistallation: CarteGraph will confirm remote access to ensure appropriate connectivity, confirm
Administrator client connection to network environment, conduct systeiiiparameter review to ensure
environment and required topology meet or exceed CarteGraph hardware recommendations, and
install and configure the required application License Server.
ii) Suite Installation: CartCGraph will stage one (1) Administrator PC client and one (1) User PC client
with the appropriate Software Products and provide knowledge transfer to allow Customer to stage
and maintain any remaining PC clients, will format Customer database for appropriate Software
Product database structure with the database standard Administrator security role, will update
Customer's License Server with Software Product License codes, and will provide recommendations
for database maintenance.
2) Database Security Services: CarteGraph will deploy database security based on the standard roles included
with the current version of software. CarteGraph and the Customer will determine the timing of the one-time
Security deployment. For each Software Product, CarteGraph will create CarteGraph standard Administrator,
Power User, User, and Read-only SQL security groups and/or roles2 and create one user ID assigned to each of
the groups and will provide a knowledge transfer that will allow Customer to create and maintain security
records. Additional configuration service is available on request.
3) Data Services: CarteGraph will provide conversion services and assistance in moving Customer's current
data from an Access database into SEWERviery and WATERvieiv database tables in a Production environment.
Data includes parent and child event data and also account data. This process may require the normalization
(standardization) of data, which is the responsibility of Customer, but will be guided by CarteGraph
Consultants to help ensure the successful coiiipletion of the normalization. Customer will be granted thirty days
upon receipt and load of the converted data in which to review the data. If, within the thirty days, any
discrepancies are found between the agreed-upon conversion specifications to be mutually developed and the
actual data delivered, CarteGraph will correct the data at no additional charge.
Source File(s):
Source Table Name(s) or Description:
Approx. No. of
Records:
FH
Water Hydrants
2,462
FH GEO
Water Hydrant Coordinate Data
2,467
Grease Traps
Grease Traps - includes Account data
156
Paid Meters
Meters - includes Account data
3,709
tblWValve
Water Valves
6,356
tblWVatveCoord
Water Valves Coordinate Data
6,356
CarteGraph utilizes Microsoft's LiveMeeting Internet services for delivery of all remote products. For more
information regarding LiveMeeting, please visit: littti://www,mici-osoft.com/uc/livcmeetinp,/.
' Deployment of security groups and/or roles is dependent upon Customer's preferred method of server
authentication. i.e.: Windows autlientication versus SQL authentication.
C0809003 4
City of Lodi, CA
October 22, 2008
WW—MH
Waste Water Manhole
3,316
WW—Pipe
Waste Water Pipe
3,771
Approximate number of all records:
28,593
C0809003
City of Lodi, CA October 22,2008
b) Term of Agreement: Database Security Support shall be in effect for 30 days' after first deployment of the
Database Security Installation component.
c) Services Not Covered: If new database structure or security groups or roles are added by Customer that
adversely affect Customer database security, then work requested or required of CarteGraph to remedy
Customer's database security will be delivered and billed under the terms of Additional Services.
Project Assumptions
Project Services are based on the following assumptions:
1) Project Services noted as daily units shall be delivered at the facilities listed below.
Location: City of Lodi
1331 South Hain Lane
Lodi, CA 95242-3995
2) Project Services are CarteGraph's not to exceed estimates or fixed fee quotations (see Software and Services
Provided) based on projects of similar size and scope and on Customer's assuniption of designated
responsibilities.
Customer Responsibilities
Customer accepts responsibility for all aspects of project planning, management and execution not specifically
described under Scope of Project. Ongoing management of the day-to-day allocation of Customer resources, and
management of Customer project tasks is the responsibility of Customer. Customer will provide overall guidance
and direction for the project and will direct the project accordingly. Further, and with regard to the CarteGraph
obligations listed under the Scope o f'Prglect section, Customer understands that it is vital to the success of the
project that Customer provides assistance in the following matters:
1) For those services listed under Project Services, CarteGraph personnel will conduct information gathering and
evaluation sessions with various Customer users and management. While CarteGraph respects the time and
workload of Customer staff, dedicated time on the part of the appropriate Customer resources is necessary to
complete these exercises.
2) The installatioii process requires the periodic assistance of Customer personnel and suitable access to hardware
and systems (e.g., security clearance). Customer is encouraged to supervise the installation process while
systems are accessible to CarteGraph. It is assumed all hardware, both Personal Computers and Network and
Database servers, will be installed and operating in a manner that delivery and execution of CartCGraph
Project Services will not be impeded.
3) Customer understands that the successful performance of Project Services depends upon Customer fulfilling
its responsibilities. The Project assumes that Customer will provide all persomiel required to achieve a
successful iiiipleiiieiitatioii.
4) Customer shall install and network its own hardware and connimnications and this will not affect the timing or
the delivery of CartCGraph services.
5) Customer will provide Internet access and IT staff support as required.
Annual Database Security Support Service fees are available upon request.
C0809003 6
City of Loch, CA
W r, a < i:.., l .. z.
s_�aal � s �I-,,IIL
October 22, 2008
Customer will compensate CarteGraph foi the Softwaie Licenses & Maintenance, Project Services, and Expenses
provided pursuant to this Agieemeiit in the amount listed below.
Software and Services Provided
SOFTWARE LICENSES & MAINTENANCE
(Licensed for use with SQL database)
Concurrent
Licenses
Purchase Type
LIC. & First
Year Maint.
CARTEflex' Software Subscription
3
subscription
License
$9,000.00
CALLdirector Software Subscription
5
Subscription
License
$2,500.00
PROJECT SERVICES
Units
Unit Type
Total
Application Installation Services
1
Fixed
$500.00
Database Security Services
1
Fixed
Included
Data Services — Q#1255 — Convert Access
data and move to SEWERview & STORMview
1
Fixed
$2,300.00
Implementation Services
Remote
44
Hours
$5,500.00
Customer Site
4
Days
$5,800.00
SUBTOTAL
$25,600.00
ESTIMATED EXPENSE?
$1,950.00
CA SAL Es TA (7.75%)
$591.25
TOTAL PROJECT COST
$28,441.25
Additional Services. In the event it becomes apparent to CarteGraph that service efforts detailed in the Agreement
will be exceeded due to any changes in the scope of services required, CarteGraph will notify Customer prior to
exceeding the approved efforts. CartGGraph will also provide such additional professional services, including
consultation services, customization, data conversion, integration services and training sessions, as may be requested
by Customer. In either event, such services shall require advanced written quotation from CarteGraph and
approval from Customer.
Additional Services are available to Customer at the rate of $150 per hour for remote services. CajWGraph's
onsite service rate is $1,450 per day plus travel expenses. All onsite services require a two-day minimum.
' CarteGraph Concurrent User Licensing provides access to the CarteGraph Software Products as listed. Each user
to the system uses one license for each Software Product that is active on the desktop.
BRIDGEview MARKINGWew SIGNview GEODATAconnect (enterprise geo-dbase)
CALLdirector PAVEMENTview STORMview GEODATAcon7lect (personal geo-dbase)
WORKdirector PAVEMENTview Plus VERSAtools GISdirector
LIGHTview SEWERview WATERview SIGNALview
' CarteGraph shall be reimbursed for any reasonable out-of-pocket costs, including, but not limited to, travel,
lodging, aiid meals. Out-of-pocket expenses are billed based on actual costs incurred and are due separately.
C0809003
City cf Lodi, CA
Payment Terms and Conditions
October 22, 2008
In consideration for the Services and Products provided by CarteGraph to Customer, Customer agrees to pay
CarteGraph Software Costs and Professional Service Fees in U.S. Dollars as described below:
1) Delivery: Software Products shall be licensed upon acceptance of this Agreement and Maintenance services
will begin upon licensing of the Software Products. Project Services will be scheduled and delivered upon your
acceptance of this Agreement, which will be considered as your notification to proceed.
2) Invoicing: Iiivoicing for any given Software Product shall occur upon delivery. Iiivoicing occurs nionthly for
Project Services as they are incurred on the project. Partial billings on fixed fee costs will be invoiced monthly
as incurred.
3) Expenses: In providing the services included in this agreement, CarteGraph shall be reimbursed for any
reasonable out-of-pocket costs, including, but not limited to, travel, lodging, and meals. Out-of-pocket expenses
are billed based on actual costs incurred and are due separately.
4) Payment Terms: All payments are due Net 30 days from date of invoice.
C0809003 8
City of Lodi, CA
October 22, 2008
This Agieeiiieiit takes precedence over all attachments in the event of conflicting terms and conditions
The terms aiid conditions of any and all Exhibits and Attachments to this Agieeiiieiit are incorporated herein by this
reference and shall constitute part of this Agreement as if fully set foith herein Aiticle and Section headings used
herein are foi iefeience puiposes only and shall not be deemed a part of this Agieeiiieiit This Agreement, togethei
with all Exhibits and Attachments heieto, constitute the eiitiie Agreement between the parties and supeisedes all
pievious Agreements including promises and representations, whether written or oial, between the paities with
iespect to the subject iiiattei hereof.
1) Limitation Of Liability: Except for damages resulting from bodily injury or patentor copyright infringement,
each party's total liability to the other for damages under- this Agreement shall not exceed the total amount of
this Agreement. Liability arising out of bodily injury, contract, breach of warranty, or claims by third parties or
otherwise, shall not in any event exceed the limits of Cart6Graph's commnercial general liability insurance
coverage with a limit of $1,000,000 per occurrence and a $2,000,000 aggregate limit, business auto liability
insurance with a limit of $1,000,000. Neither party shall be liable to the other for aiiy loss of profits, loss or
inaccuracy of data, or for any special, iiicideiital or coiisequeiitial damages (including without limitation the cost
of any substitute procurement) arising from this Agreement, even if such party had been advised of the
possibility thereof. No action, regardless of form, arising out of this Agreement may be brought by either party
more than one year after the cause of the action has occurred, except that an action for lion -payment may be
brought at any time.
2) Disclaimer of Warranties: CarteGraph makes no warranty, representation or promise Hot expressly set forth in
this Agreement. CarteGraph disclaims aiid excludes any aiid all implied warranties of merchantability, fitness
for a particular purpose.
3) Insurance: CarteGraph carries connnercial general liability insurance with a limit of $1,000,000 per
occurrence and a $2,000,000 aggregate limit, business auto liability insurance with a limit of $1,000,000 aiid
workers compensation insurance with statutory coverage. CarteGraph agrees to hold harmless and defend
Customer and its agents, officials and employees from bodily injury and property damage claims related to or
caused by the sole negligence of CarteGraph employees or subcontractors
4) Relationship of the Parties: CarteGraph and Customer are independent of each other. This Agreement does
not and is Hot intended to create in any way or manner or for any purpose an employee/employer relationship or
a principal -agent relationship. Neither party is authorized to eiiter into agreements for or on behalf of the other,
to create any obligation or responsibility, express or implied, for or on behalf of the other, to accept payment of
any obligation due or owed the other, or to accept service of process for the other. CarteGraph is an
iiidepeiident contractor, custoiiiarily engaged in the performance of similar services for other parties.
5) Severability: The terms aiid conditions of this Agreement are severable. If any term or condition of this
Agreement or the application thereof to any person or circumstances is held invalid, this invalidity shall not
affect the other terms, conditions or applications which can be given effect without the invalid term, coiiditioii
or application.
6) Transfer of Agreement: CarteGraph shall not transfer or assign any of its rights or obligations under the
agreement to any other party without the prior written consent of Customer, which consent may Hot be
unreasonably withheld.
7) Notices: All notices or connnunications required or permitted as a part of this agreement shall be in writing arid
shall be delivered at the address set forth in this Agreement.
8) Attorney's Fees/Leval Proceedings: In the event of any litigation or other proceeding between the parties
relating to this Agreement, the prevailing party shall be entitled to reasonable attorney's fees and other
reasonable costs incurred in connection therewith and in pursuing collection, appeals and other relief to which
that party may be entitled.
All undelivered Project Services shall expire 365 days from the signing of this Agreeiiieiit
C0809003 9
City cfLodi, CA
October 22,2008
The parties, each acting under due and proper authority, have executed this Agreement as of the day, month and year
written below:
CITY OF LODI By
P.O. Box 3006
Lodi, CA 95241-1910
CARTEGRAPH SYSTEMS, INC
3600 Digital Drive
Dubuque, Iowa 52003
M
Blair King, City Manager
Date':
ATTEST:
Randi Johl, City Clerk
APPROVED AS TO FORM:
D. Stephen Schwabauer, City Attorney
Mark Weber, CFO
Date':
For this Agreement to be effective and binding, the City of Lodi and CarteGraph must authorize this Agreement
within thirty (30) business days of each other.
C0809003 10
RESOLUTION NO. 2008-208
A RESOLUTION OF THE LODI CITY COUNCILAWARDING
CONTRACT FOR COMPUTERIZED MAINTENANCE
MANAGEMENT SYSTEM SOFTWARE PURCHASE AND
INSTALLATION
WHEREAS, the State Water Resources Control Board adopted the Statewide
General Waste Discharge Requirement Order No. 2006-0003 (Order) on May 2, 2006, and
the Order requires that all public collection systems comprised of more than one mile of
pipeline be regulated: and
WHEREAS, the purpose of the Order is to facilitate proper funding and management
of sanitary sewer systems statewide and requires agencies to document and record
operations and maintenance activities, which requires a level of detail that can only be
effectively managed using Computerized Maintenance Management System (CMMS)
software for a utility cf Lodi's size. Compliance with the Order is also a provision of the City's
Waste Discharge Permit for the White Slough Water Pollution Control Facility; and
WHEREAS, the Water Services Division budgeted for the purchase of CMMS
software for Fiscal Year 2008-09 and will fully implementthe system by the spring 2009; and
WHEREAS, staff researched the products of three companies that provide
computerized maintenance management systems software. Of those studied, the software
offered by CarteGraph Systems, Inc., of Dubuque, Iowa, contained the features and
expandability that best fit the Division's needs and budget.
NOW, THEREFORE, BE IT RESOLVED that the Lodi City Council does hereby
award the contract for CMMS software and installation to CarteGraph Systems, Inc., of
Dubuque, Iowa, in the amount of $28,441; and
BE IT FURTHER RESOLVED that the City Council does hereby approve up to
$35,000 for the project to allow for unforeseen costs associated with the installation,
configuration, and staff training.
Dated: Novembers, 2008
---------------------------------�-_-�-�-----___-
hereby certify that Resolution No. 2008-208 was passed and adopted by the City
Council of the City of Lodi in a regular meeting held November5,2008, bythe following vote:
AYES: COUNCIL MEMBERS- Hitchcock, Hansen, Johnson, Katzakian, and
Mayor Mounce
NOES: COUNCIL MEMBERS- None
ABSENT: COUNCIL MEMBERS- None
ABSTAIN: COUNCIL MEMBERS- None
JOHL
City Clerk
2008-208