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Agenda Item 19.

City Council Meeting

Meeting Date:	08/15/2017
FROM:	Bill Gallardo

Subject:

Amendment No. 1 to Professional Services Agreement with EEC Environmental in the Additional Amount of $25,000

RECOMMENDATION

Approve Amendment No. 1 to Professional Services Agreement (PSA) with EEC Environmental for Computerized Maintenance Management System (CMMS) enhancement and support for an additional year, in the additional amount of $25,000.

BACKGROUND/DISCUSSION

EEC has been providing CMMS services to the City of Brea since 2014. EEC was selected after bidding out data migration services to migrate data from the Public Works FoxPro database system to the new Cityworks software platform which the City had purchased. Subsequently, the City engaged EEC to assist with as-needed implementation services to augment IT support for Cityworks.

EEC’s involvement was a critical step toward successfully configuring the Cityworks program, providing integration with the GIS system managed by the City’s IT Division, and providing support and training to Public Works staff at all levels. The responsiveness and flexibility of EEC staff in the past several years has been unparalleled. They have been part of the Cityworks “core implementation team” consisting of Public Works staff, IT staff, and EEC staff. In such role, they have helped the City’s Public Works Department accomplish a number of important project milestones, including, but not limited to: configuration and implementation of the Water Division, Streets Division, Parks Division, and Building Division; and conducting trainings for users pertaining to Cityworks. Moreover, the City’s IT Division has also utilized EEC’s services to augment its capacity in digitizing GIS assets necessary to “build” the Cityworks infrastructure.

In addition, EEC has provided many value-added services that other vendors simply don’t offer at the price that the City has contracted with them to do so. For the FY 2017-2018 term under consideration, EEC has agreed to honor their original contract rate schedule from 2016.

In FY 2017-2018, in addition to ongoing support and training of end-users (management and/or field crews), EEC will also be focusing on helping staff to streamline data entry through possible workflow improvements, or exploration of mobile apps or other mobile capabilities.

EEC’s demonstrated track record of providing exemplary services has been a key factor to successful Cityworks implementation so far. Therefore, staff recommends amending the agreement for an additional year (the new term will be August 30, 2017 to August 30, 2018), and amending the existing PSA with EEC for the aforementioned work in the additional amount of $25,000 (Exhibit A proposal is attached).

COMMISSION/COMMITTEE RECOMMENDATION

The Finance Committee reviewed staff's recommendation at their August 8, 2017 meeting and recommended to proceed.

FISCAL IMPACT/SUMMARY

If approved, the total amount of the original PSA ($13,000) plus Amendment No. 1 ($25,000) will be $38,000. The additional funds of $25,000 were previously appropriated as part of the FY 2017-2018 operating budget approved in June 2017. The source of funds is the General Fund (110). The project scope as outlined in the proposal attached is expected to be completed within budget.

RESPECTFULLY SUBMITTED:

William Gallardo, City Manager
Prepared by: Gillian Lobo, Senior Management Analyst
Concurrence: Tony Olmos, Public Works Director

Attachments
PSA Amendment and Proposal