HomeMy WebLinkAboutAgenda Report - March 18, 2020 C-07AGENDA ITEM c-7
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AGENDA TITLE:Adopt Resolution Authorizing Purchase of Maintenance Connection Annual
Licensing, Support, and Hosting Fees for Asset Management Software from
Accruent, LLC, of Austin, Texas (formerly known as Maintenance Connection)
($25,494)
MEETING DATE: March 18,2020
PREPARED BY: Public Works Director
RECOMMENDED AGTION: Adopt resolution authorizing purchase of Maintenance Connection
annual licensing, support, and hosting fees for asset management
software from Accruent, LLC, of Austin, Texas, (formerly known as
Maintenance Connection), in the amount of $25,494.
BACKGROUND INFORMATION: Public Works and Electric Utility have been utilizing an asset
management software program developed by Maintenance
Connection since 2015. At the time, both utilities considered several
asset management software providers and solicited bids from three companies, with Maintenance
Connection being the low bidder.
On August 3,2015, the City and Maintenance Connection entered into a Professional Services Agreement
including onsite implementation and training, licensing, technical support, and software cloud hosting fees,
in the amount of $60,384. The City has continued to purchase annual technical support and hosting each
year. ln 2018, Accruent, LLC acquired Maintenance Connection. As a result, the Maintenance Connection
product is now a wholly owned subsidiary of Accruent, LLC.
The goals and objectives of an asset management system are still the same today as they were back in
2015. These goals include. work order generation and tracking, scheduling reoccurring preventative
maintenance, increasing asset life, preventing and predicting asset failures, improving labor productivity,
reducing downtime and lowering the total cost of maintenance.
Staff recommends approval of the purchase of Maintenance Connection annual licensing, support and
hosting fees for asset management software from Accruent LLC, in the amount of $25,494.
FISCAL IMPACT Annual licensing, software support, and cloud hosting costs will be split
between Public Works and Electric Utility and budgeted each fiscal year
This purchase will not impact the General Fund.
APPROVED
TM
R:\GROUP\ADMIN\Council\2020\03182020\Maintenance Connection\Cc Maintenance
Manager
31512020
Adopt Resolution Authorizing Purchase of Maintenance Connection Annual Licensing, Support, and Hosting Fees for Asset Management Software from Accruent,
LLC, of Austin, Texas (formerly known as Maintenance Connection) ($25,494)
March 18, 2020
Page 2
FUNDING AVAILABLE:Water Administration Fund (59099000 .77020):
Wastewater Adm i n istrati on Fu nd (59099000 .7 7 020).
Electric Utility Fund (5006 1 500.72450)
TOTAL
drew Keys
Deputy City Manager/lnternal Services Director
Charles E. Swimley, Jr
Public Works Director
Prepared by Andrew Richle, Utilities Superintendent
CES/AR/tw
Attachment
$ 6,373.50
$ 6,373.50
$ 12.747.00
$ 25,494.00
R:\GROUP\ADMIN\Council\2020\0318202O\Maintenance Connection\CC Maintenance Connection AR.doc 31512020
Document Q-166564-2
Page 1 of 2
11500 Alterra Pkwy Tel: (512) 861-0726
Suite 110 Web: www.accruent.com
Austin, TX 78758
Client Information
Client Name: City of Lodi Client Contact
Name:
Andrew Richle
Bill To: PO Box 3006 Lodi, CA 95241-1910 USA Client Contact
Email:
arichle@lodi.gov
Ship To: 1331 South Ham Lane Lodi, CA 95242
USA
Client Contact
Phone:
1-209-333-6800 Ext 2690
Billing Email: arichle@lodi.gov
Quote Information
Quote #: Q-166564-2 Quote Expiration: 3/31/2020
Start Date: 8/8/2019 End Date: 8/7/2020
Invoice Frequency: Annual
SaaS Information and Fees
Product Quantity Metric Start Date Net Total
MC Hosting - Secure Database services 8 Concurrent
Licenses
8/8/2019 USD 10,454.40
MC Cloud - Document Attachment Storage 1 Concurrent
Licenses
8/8/2019 USD 1,306.80
Hosting - MC Express 1 Concurrent
Licenses
8/8/2019 USD 1,306.80
MC Annual Technical Support - Renewal 1 Concurrent
Licenses
8/8/2019 USD 12,425.45
First Year Total
Total: USD 25,493.45
Additional Terms
1 Accruent shall grant a license to access the SaaS Services for the non-cancelable period listed above ("Committed
Document Q-166564-2
Page 2 of 2
SaaS Term"). Thereafter, the SaaS Services shall automatically renew at the then current fees.
2 All fees shall be due and payable within thirty (30) days of the date of Accruent's invoice. All fees listed exclude any
applicable taxes.
3 The pricing and offer in this Order Document are provided in return for an executed Order Document received by
Kristin Allen by the Quote Expiration date listed above.
4 Use of the SaaS Service and this Order Document are subject to the terms and conditions of Software License and
Services Agreement dated 8/5/2015, between City of Lodi and Accruent, LLC.
5 Please note that your Support Terms and Conditions are changing to match Accruent Standard Support Services.
These Terms and Conditions can be found on the Accruent website using the URL provided below. These Terms
and Conditions supersede those outlined in your current agreement.
https://www.accruent.com/services-support/customer-support
6 Overages - Any overages over the committed metric amount will be invoiced 30% over the average metric price of
the current year's fees. Overages, if any, will be assessed and invoiced quarterly. Not charging for overages is not a
waiver of those overages, Accruent retains the right to retroactively true-up metric counts. Overages will continue to be
invoiced until such time the committed metric amount is changed to reflect overages.
Acknowledged and Agreed by the Duly Authorized Representatives of the Parties
Client: Accruent, LLC
Signature: Signature:
Print Name: Print Name:
Title: Title:
Date: Effective Date:
PO Required? Yes [ ] No [ ] If
Yes, PO must be provided.
Tax exempt? Yes [ ] No [ ]
If Yes, Tax Exemption Certificate must be provided.
RESOLUTION NO. 2O2O-54
A RESOLUTION OF THE LODI CITY COUNCIL AUTHORIZING
PURCHASE OF MAINTENANCE CONNECTION ANNUAL LICENSING,
SUPPORT, AND HOSTING FEES FOR ASSET MANAGEMENT
SOFTWARE, FROM ACCRUENT, LLC, OF AUSTIN, TEXAS
WHEREAS, Public Works and Electric Utility Departments utilize an asset management
software program for work order generation and tracking, scheduling of reoccurring preventative
maintenance, increasing asset life, preventing and predicting asset failures, improving labor
productivity, reducing downtime and lowering the total cost of maintenance; and
WHEREAS, the cloud hosting and technical support encompasses all requirements to
keep the asset management software system operating at peak efficiency all the time; and
WHEREAS, staff recommends authorizing purchase of Maintenance Connection annual
licensing, support, and hosting fees for asset management software, from Accruent, LLC, of
Austin, Texas, in the amount of $25,494.
NOW, THEREFORE, BE lT RESOLVED that the Lodi City Council does hereby
authorize the purchase of Maintenance Connection annual licensing, support, and hosting feeófor asset management software, from Accruent, LLC, of Austin, Texas, in the amount of
$25,494; and
BE lT FURTHER RESOLVED, pursuant to Section 6.3q of the City Council protocol
Manual (Res. No. 2019-223), the City Attorney is hereby authorized to make minor revisions to
the above-referenced document(s) that do not alter the compensation or term, and to make
clerical corrections as necessary.
3::"=1===$:llti ::::====================================================
I hereby certify that Resolution No. 2020-54 was passed and adopted by the City
Council of the City of Lodi in a regular meeting held March 18,2020, by the following úote:
AYESI
NOES
ABSENT:
ABSTAIN
couNclL MEMBERS - chandler, Mounce, Nakanishi, and Mayor Kuehne
COUNCIL MEMBERS - None
COUNCIL MEMBERS - None
COUNCIL MEMBERS - None
PAMELA M. FARRIS
Assistant City Clerk
2020-54