Special Notice / Hearing: None__
Vote Required: Majority
To: Honorable Board of Supervisors
From: James C. Porter, Department of Public Works
Subject: Purchase and Implementation of IBM Maximo Digital Platform-Carahsoft Technology, Inc.
RECOMMENDATION:
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Adopt a resolution:
A) Authorizing the President of the Board of Supervisors to enter into an agreement with Carahsoft Technology, Inc. for the purchase and implementation of IBM Maximo, a computerized maintenance management system for the County’s construction, heavy equipment, facilities, and fleet asset portfolio management in the amount not to exceed of $1,008,740, for the term of June 15, 2020 to June 30, 2021; and
B) Authorizing the Director of Public Works, or his designee, to execute contract amendments which modify the County’s maximum fiscal obligation by no more than $25,000, and/or modify the contract term and/or services so long as the modified term or services is/are within the current or revised fiscal provisions.
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BACKGROUND:
The Department of Public Works Facilities Division and Utilities Section (Department) are using “Hansen” as their Computerized Maintenance Management System (CMMS). CMMS programs are designed to simplify maintenance management for its end user. CMMS systems ensure tasks are prioritized correctly and all infrastructure systems and components are inventoried correctly and placed on a maintenance schedule. The County’s CMMS system Hansen is limited in tracking and system capabilities.
DISCUSSION:
IBM Maximo is a market leading fully integrated platform, that uses advanced analytic software that helps organizations and facilities maintenance teams plan, track, measure, and optimize everything regarding maintenance on a digital platform. Key benefits the County will experience with IBM Maximo are improved facility operations, integration of asset system information, and history that will allow for the extension of system and asset lifecycles and unify asset management processes. The software will be cloud-based, improving accessibility for all staff. Maximo also provides increased customizations of automated workflows for customer service requests and work orders, tighter integrations with ArcGIS mapping software, and increased granular security rights.
The California Department of General Services awarded Carahsoft Technology, Inc. a California Multiple Award Schedule under agreement number 3-12-70-2247E. Any variety of commodity and information technology products and services under this contract agreement, which span through March 31, 2022 have been assessed to be fair, reasonable and competitive. The use of this contract is made available only to California State and Local Government agencies without having to go to bid.
The Department recommends that it is in the best interest of the County to enter into an agreement with Carahsoft for the purchase and implementation of IBM Maximo.
County Counsel has reviewed and approved the resolution as to form.
FISCAL IMPACT:
Funding for this effort is included in the fiscal year 2020-2021 Capital Improvement Program in the amount of $700,000. Additional funding is available in the annual operations budget for Utilities Division in the amount $373,474.