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Page 1 of 3 <br />Item #11 <br /> CITY COUNCIL AGENDA REPORT <br /> <br />December 5, 2023 <br />Public Works - Operations Division <br /> <br />TITLE: APPROVE SECOND AMENDMENT TO AGREEMENT WITH GHD, INC., TO <br />PROVIDE WORKFLOW CONSULTING SERVICES FOR THE CITY'S <br />COMPUTERIZED MAINTENANCE MANAGEMENT SYSTEMS (CMMS) BY <br />INCREASING THE NOT-TO-EXCEED AMOUNT BY $140,300 FOR A TOTAL <br />NOT-TO-EXCEED AMOUNT OF $616,622 <br /> <br />SUMMARY <br />The City's Public Works Department (PWD) has been utilizing the MaintStar Computerized <br />Maintenance Management System (CMMS) platform for the past 20 years. CMMS is software <br />technology that centralizes maintenance information and facilitates the processes of <br />maintenance operations through work orders. The City identified the need to update the <br />current CMMS, and MaintStar introduced a new version (v15) of the system, which requires an <br />assessment of the current version, updated GIS integration, and workflow development. On <br />May 12, 2021, a Request for Qualifications for CMMS workflow development was solicited for <br />professional services. On July 20, 2021, the City Council approved an agreement with GHD, <br />Inc., for $476,322 for two years. Since then, staff has been working with GHD on implementing <br />the new version of MaintStar. The first amendment extended the agreement through the end of <br />FY 2023/24. The implementation of the latest version is almost complete, and the next steps <br />are tailoring the reporting capabilities and configuring the public-facing portal, which will <br />replace the current Mobile Citizen application. After the implementation is complete, GHD will <br />provide technical support services. <br /> <br />Staff recommends the City enter into a second amendment to the Professional Services <br />Agreement with GHD, Inc., for workflow development consulting services for an additional <br />$140,300, which includes a 15 percent contingency. With this, the total not-to-exceed amount <br />for FY 2023/24 would be $616,622. <br /> <br />RECOMMENDATION <br />Approve and authorize the City Manager to execute the second amendment to the <br />Professional Services Agreement with GHD, Inc., for the City's Computerized Maintenance <br />Management Systems (CMMS), increasing the not-to-exceed amount by $140,300, including a <br />15 percent contingency for a total not-to-exceed amount of $616,622. <br /> <br />BACKGROUND <br />The City's Public Works Department has utilized the MaintStar Computerized Maintenance <br />Management System platform for the past 20 years. CMMS is software technology that <br />centralizes maintenance information and facilitates the processes of maintenance operations <br />through work orders; the software helps optimize the utilization and availability of physical <br />equipment like vehicles, equipment, communications, staff resources, and other assets. <br />Updating the department’s current Computerized Maintenance Management System is <br />included in the department's strategic plan under Goal C – Technology – Invest in technology <br />DocuSign Envelope ID: 4D97B9AF-A6B2-44DC-9459-F8AC2598DC45