HomeMy WebLinkAboutItem 11 Facilities Management Software and Facilities Management Data Migration Services Purchase for P41024, Asset Management System Replacement AGENDA ITEM SUMMARY Meeting Date: 4/16/2012
Meeting Type:Regular Meeting
Staff Contact/Dept.: Len Goodwin,
Brandt Melick/PW
Staff Phone No: 541-726-3685/
541-726-4645
Estimated Time: Consent Calendar
S P R I N G F I E L D
C I T Y C O U N C I L
Council Goals: Maintain and Improve
Infrastructure and
Facilities
ITEM TITLE: FACILITES MANAGEMENT SOFTWARE AND FACILITES MANAGEMENT
DATA MIGRATION SERVICES PURCHASE FOR P41024; ASSET
MANAGEMENT SYSTEM REPLACEMENT
ACTION
REQUESTED:
Approve or reject the following motion:
Approve purchase of Infor-Hansen Upgrade Software and data migration
services for the Asset Management System Replacement Project from Infor
Inc. for $211,348 and authorize and direct the City Manager to execute all
documents required to effect the transaction.
ISSUE
STATEMENT:
The Asset Management System Replacement Project requires upgraded Facilities
Management Software and Facilities Management Data Migration to support
mapping functions, facilities management functions, data sharing functions with
other systems and data sharing with other organizations. Purchase of this software
and services at $211,348 is prerequisite to other aspects of this project.
ATTACHMENTS: 1. Infor Inc. Sole Source Justification
2. Infor Inc. Software and Services Contracts
DISCUSSION/
FINANCIAL
IMPACT:
During the November 28, 2011 Council Work Session staff explained the failing
asset management system as linked systems of hardware and software, and the
stored data City staff has assembled over the years. Staff also described how this
system, supported and maintained by Public Works, provides a variety of core
services across the City; the current condition of the system and the need for its
replacement; the total cost for replacement (which included the purchase of this
software and services), and how the City could fund system replacement. Staff also
explained that the City would purchase portions of the asset management system
software and support services from different vendors, such as this request, over the
next several months.
A team composed of Public Works (PW) and Information Technologies (IT) staff
began evaluating facilities management software needs in FY11, performed
detailed analysis, and evaluated several facilities management software solutions.
Staff chose upgrading of existing facilities management software because it: 1)
supports complex facilities management functions needed by the City; 2) has a
broad user base with users across the State of Oregon, across the nation and around
the world; 3) is well known by the City (City has a strong understanding of the
technology); and 4) because this facilities management solution has a strong track
record of meeting facilities management needs at the City. These factors justify a
sole source determination under Section 2.703(2) of the Springfield Municipal
Code.
Prices included herein are consistent with costs initially shared with Council on
November 28, 2011 or slightly below initial estimates. The contracts have been
approved by the Purchasing Officer and the City Attorney. Staff recommends that
the contracts be approved.
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