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Home My WebLink About2005-25924 Reso ... RESOLUTION NO. 2005-25924 A RESOLUTION OF THE MAYOR AND THE CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, APPROVING AND AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE A PROFESSIONAL SERVICES AGREEMENT, IN THE AMOUNT OF $653,900, WITH CAMP DRESSER & MCKEE INC. (CDM), FOR THE INSTALLATION, CONFIGURATION, START-UP AND TRAINING OF A COMPUTERIZED MAINTENANCE MANAGEMENT SYSTEM WHEREAS, on February 25, 2004 the City Commission adopted Resolution No. 20004-25501 authorizing the City Manager to negotiate with Camp Dresser & McKee, Inc, (CDM), as the top ranked proposed in response to Request for Proposals No, 64-02/03 for a Computerized Maintenance Management System (CMMS) with Geographic Information System (GIS) Integration; and WHEREAS, funding for the Project described in the RFP has been appropriated from Fiscal Year 2003-2004 Utilities Enterprise Fund in the Public Works Department; and WHEREAS, pursuant to subsequent meetings with agencies within the City, it was determined that it would be best to separate the implementation of the CMMS and GIS; and WHEREAS, the purchase and installation of CMMS will enable the Project to commence while details concerning the GIS application are defined and negotiated; and WHEREAS, separating the implementation of the two elements of the Infrastructure Management System will accelerate the CMMS project schedule and enable the Public Works Department to begin using the CMMS in an unattached mode approximately three months earlier than originally planned, NOW, THEREFORE, BE IT DULY RESOLVED BY THE MAYOR AND THE CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, that the Mayor and City Commission hereby approve and authorize the Mayor and City Clerk to execute a Professional Services Agreement, in the amount of $653,900, with Camp Dresser & McKee, Inc, (CDM) for the installation, configuration, startup and training of a Computerized Maintenance Management System, PASSED and ADOPTED this 8th day MAYOR David Dermer APPROVED AS TO FORM & LANGUAGI a FOR EXECUTION ATTEST: ~~~~ CITY CL RK Robert Parcher .~~ CITY OF MIAMI BEACH COMMISSION ITEM SUMMARY m Condensed Title: A Resolution awarding a contract in the amount of $653,900 to Camp, Dresser & McKee Inc, (COM), for the installation, configuration, start-up and training of a Computerized Maintenance Management System (CMMS), Issue: Shall the City Commission award a contract in the amount of $653,900 to Camp, Dresser & McKee? Item Summary/Recommendation: On February 25,2004, the City Commission authorized the City Manager to negotiate with COM a contract to provide the Public Works Department a complete computerized Infrastructure Management System (IMS), The IMS is composed of two systems; a computerized Maintenance Management System (CMMS) and a Geographic Information System (GIS), The two integrated systems constitute the IMS, COM's proposal included CMMS and GIS, the implementation of a complete field-developed GIS in a pilot area south of 5th Street in South Beach and conversion of existing information from Public Works maps to GIS data without any field surveys for the rest of the City, Several meetings with Public Works, COM and the Information Technology Department determined that a complete survey of all utilities systems, and streets, instead of digitizing existing maps would be the best way to establish the GIS. Additionally, the scope of work, cost and project schedule were further defined and negotiated to provide the Public Works Department with implementation of the CMMS as soon as possible, instead of waiting until full implementation of the GIS system. Once the scope of work for the survey is completed the CMMS software will be integrated with the ESRI GIS software to provide the City with infrastructure information system based on Global Positioning System (GPS) field survey points, The CMMS will provide Public Works by November 2005 a computerized system for infrastructure asset management, service request management and work order management. The Administration recommends approval of the Resolution, Advisory Board Recommendation: I Financial Information: Source of Amount Account Approved Funds: 1 170,000 Water Acct. # 425.0410,000674 ~ 2 170,000 Sewer Acct. # 425,0420,000674 3 313,900 Stormwater Acct. # 427,0427,000674 4 Fin~nce Dept. Total 653,900 City Clerk's Office Legislative Tracking: I R. Halfhill 6833 Si n-Offs: Department Direct Manager City Manager JMG AGENDA ITEM DATE ~7L .- 6-g-as CITY OF MIAMI BEACH CITY HALL 1700 CONVENTION CENTER DRIVE MIAMI BEACH, FLORIDA 33139 www.miamibeachfl.gov COMMISSION MEMORANDUM From: Mayor David Dermer and Members of the City Commission Jorge M. Gonzalez ~ ~ ~ City Manager I/'-- 7) A RESOLUTION F THE MAYOR AND THE CITY COMMISSION OF THE CITY OF MIAMI BEACH TO AWARD A CONTRACT IN THE AMOUNT OF $653,900 TO CAMP DRESSER & MCKEE INC. (CDM), FOR THE INSTALLATION, CONFIGURATION, START-UP AND TRAINING OF A COMPUTERIZED MAINTENANCE MANAGEMENT SYSTEM CMMS, Date: June 8, 2005 To: Subject: ADMINISTRATIVE RECOMMENDATION Adopt the Resolution, ANAL YSIS On February 25,2004, the City Commission authorized the City Manager to negotiate with Camp Dresser & McKee, Inc. (CDM), the top ranked firm responding to the Request for Proposals (RFP) to provide the Public Works Department a complete Infrastructure Management System (lMS), The IMS is composed of two systems, a Computerized Maintenance Management System (CMMS) and a Geographic Information System (GIS), The two integrated systems constitute the IMS, CDM had proposed Cityworks as the CMMS software and ESRI as the GIS software, As part of the IMS implementation, CDM was also to complete GIS layers for all utilities (water, sewer, stormwater) and streets and streetlighting in a pilot area south of 5th Street in South Beach, Data for the GIS system would be obtained by digitizing existing Public Works utility atlases and record drawings, After several meetings between CDM, the Public Works Department and the Information Technology Department it was determined that a complete field survey of all utilities systems, and streets, instead of digitizing existing maps would be the best way to establish the GIS, Additionally, the scope of work, cost and project schedule were further defined and negotiated to provide the Public Works Department with implementation ofthe CMMS as soon as possible, Specifically it was agreed that: · Implementation of CMMS and GIS would be separated in order to provide the Public Works Department with an effective CMMS as soon as possible, · The scope of work for development and implementation of the GIS system would include a complete GPS field survey of the City, · CDM would perform the project management and software configuration tasks based on their accumulated experience and knowledge of the City's infrastructure and Public Works Department operating procedures, The negotiating team met with CDM on seven occasions to determine the optimum scope of work for the CMMS phase ofthe IMS project and the most beneficial cost. Each element of the proposal was examined for value to the project and potential to be performed in- house. This process resulted in five major changes in the scope of work and a 19% cost decrease from the original proposal. The CMMS (Cityworks) software will be integrated with GIS (ESRI) software to provide the City with infrastructure information system based on Global Positioning System (GPS) field survey points, GPS survey points will be obtained for items such as valves, water meters, manholes, catch basins, stormwater wells, streetlights and pipes. Other attributes can be obtained in the field to be later uploaded into the GIS assets data base, The purchase and installation of Cityworks will enable the computerized maintenance management functions to be implemented while details concerning the GIS application are better defined and price negotiated, These negotiations are expected to be completed by July 2005, The target for installation and initial operational capability of the Cityworks program is November 2005, The Cityworks CMMS system will include the following: · Infrastructure Asset Manaqement Inventory Condition Assessment - Schedule Maintenance - Scheduled Inspections - System Analysis · Work Order Manaqement - Work Order Generation - Work Order Scheduling - Warehouse (Parts and Materials) Inventory · Service Request Manaqement - Customer Complaint Recording - Customer Complaint Tracking CDM has provided, in their proposal, a preliminary schedule indicating that complete implementation of the CMMS will be completed in 150 calendar days from receipt of the Notice to Proceed, This accelerates the original schedule by over 100 days, The scope of work includes: · Project Kick-Off and Project Management · Data Model Refinement/Design to the five database models for Sanitation, Water, Sewer, Stormwater, Streets and Streetlights · Provide software which includes Cityworks and ESRI · Planning and Configuration of software products for asset management, service request management and work order management in an unattached GIS mode citywide · Cityworks and ESRI training . Planning and Configuration of softWare products for asset management, service request management and work order management in an unattached GIS mode citywide · Cityworks and ESRI training COM is performing Project Management tasks for the IMS. Costs for the Cityworks and ESRI software is the same as the City purchasing directly from the distributor. Training and configuration tasks will be performed by the software companies without markup by COM. Funding for the IMS Project has been budgeted during Fiscal Year(s) 2003 - 2005 in the utility enterprise funds in Public Works Department. Sufficient funds have been accrued to fund the project through completion in Fiscal Year 2006, Specifically, funding is available in: Water Account Sewer Account Stormwater Account 425,0410,000674 425,0420,000674 427,0427,000674 $170,000 $170,000 $313,900 The results of Phase I will provide the Public Works Department a fully functional CMMS operating in an unattached mode for the entire City, and modified plans, procedures and designs to allow for the following Phase(s) to integrate the CMMS to the GIS, T:\AGENDA\2005\Jun0805\Consent\CDM CMMS Award Memo.doc