| | | | | | | | Agenda Item - 3.g.
City of Garden Grove
INTER-DEPARTMENT MEMORANDUM
| To: | Scott C. Stiles
| From: | William E. Murray
| | Dept.: | City Manager
| Dept.: | Public Works
| | Subject: | Award a contract to Nobel Systems, Inc., for Enterprise Computerized Maintenance Management System Software. (Cost: $63,000 annually) (Action Item) | Date: | 10/25/2022 |
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| | | | | | | | OBJECTIVE
For the City Council to award a contract to Nobel Systems, Inc., to provide an Enterprise Computerized Maintenance Management System (CMMS), implementation, and support. |
| | | | | | | | BACKGROUND
A CMMS allows the Public Works Department to effectively record and report on maintenance activities of City’s infrastructure assets. It is designed to help the City with preventative maintenance and serves as documentation to satisfy regulations. The existing workflow involves manually recording activities on paper or referencing multiple systems not built specifically for this work resulting in additional time and labor. The new CMMS will allow the City to identify the work visually on the City map which helps to easily identify new maintenance work locations. In addition, the new CMMS system will allow creation of specific reports for various uses. The immediate need of the system will be developed for the water and sewer systems. Other modules can be added later as desired. |
| | | | | | | | DISCUSSION
A Request for Proposal was issued on May 25, 2022, seeking a CMMS cloud software and implementation partner. Proposers were asked to demonstrate how their proposed software would satisfy the City’s scope of work and how they would be a competent partner in its implementation within a reasonable timeline. Proposers were also asked to summarize the cost of the first year and also project out a five (5) year total cost for the implementation, licensing, subscription, and support.
Nine (9) proposals were received. All proposals were reviewed and eight (8) proposals were found to be responsive. The proposals received are as follows:
|
Company Name
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Proposed CMMS Software
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Five (5) Year Cost
|
Score
|
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Nobel Systems, Inc.
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GeoViewer
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$315,000.00
|
521
|
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MainStar, Inc.
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MainStar EAMS
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$226,750.00
|
510
|
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CentralSquare LLC
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CentralSquare Enterprise Asset Management
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$598,336.08
|
391
|
|
Spacial Wave, Inc.
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Field Mapplet
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$511,512.61
|
390
|
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Smart Energy Systems Inc. dba Smart Energy Water
|
Smart Energy Water
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$833,100.00
|
356
|
|
Timmons Group
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CityWorks
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$960,971.00
|
348
|
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Maven Asset Management
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IBM Maxo
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$1,226,394.00
|
341
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EAM Solutions LLC
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HxGN EAM
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$1,348,800.00
|
337
|
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Lotus USA
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N/A
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Non-Responsive
|
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The top two (2) proposers, MainStar and Nobel Systems, Inc., were invited to present a demonstration of the proposed software. Nobel’s GeoViewer product demonstrated a workflow that was more visual and more compatible with the City’s goals. Best and Final Offers were also solicited from the top two (2) scoring proposers. The Source Selection Committee unanimously voted for Nobel Systems, Inc., since their CMMS best met the needs of the City at a competitive price. |
| | | | | | | | FINANCIAL IMPACT
The annual licensing and support cost for the CMMS is $63,000 and will be financed with Water and Sewer funds. There is no impact to the General Fund. |
| | | | | | | | RECOMMENDATION
It is recommended that the City Council:
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Award a contract to Nobel Systems, Inc., in the amount of $63,000 for the first fiscal year, which includes implementation, licensing, and support;
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Authorize the City Manager to execute the contract for additional four (4) optional years for a total of five (5) years in an annual amount of $63,000 and a total of $315,000; and
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Authorize the City Manager to make minor modifications as appropriate.
By: Rebecca Li, P.E., Sr. Civil Engineer
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