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HomeMy WebLinkAboutData Transfer Solutions LLC - FY 2024 Vue Memorandum To: Honorable Mayor and Members of the City Council CC: Members of Administration and Public Works Committee From: Darrell King, Water Production Bureau Chief CC: Edgar Cano, Public Work Agency Director Subject: Approval of a Sole-Source Contract with Data Transfer Solutions, LLC for the FY 2024 VueWorks Asset Management System Annual Maintenance and Hosting Services Date: January 22, 2024 Recommended Action: Staff recommends that the City Council authorize the City Manager to execute a sole-source agreement with Data Transfer Solutions, LLC (3680 Avalon Park Blvd. E, Suite 200, Orlando, FL. 32828) for the period of February 1, 2024, to January 31, 2025, to provide annual maintenance and hosting services in the not-to-exceed amount of $32,000.00. A sole-source purchase requires 2/3 vote of the Councilmembers. Funding Source: Funding is provided by the Water Production Bureau, Water Other Operations Business Unit (Account 510.40.4225.62340), which has an approved FY 2024 Budget of $319,000 and a YTD balance of $319,000.00. CARP: Municipal Operations Council Action: For Action Summary: On December 12, 2016, the City Council approved the purchase of the VueWorks Computerized Maintenance Management System (CMMS) (RFP 16-36) with Data Transfer Solutions, LLC for the management of assets (equipment, buildings, piping, instrumentation, streets, trees, parks, etc.) owned by the City of Evanston. At that time, most maintenance schedules were tracked on paper or in spreadsheets, but there was not a consistent system for gathering information across different types of equipment and city infrastructure. Doc ID: 5f8464f886de056a0cdae5f9be307b0ca488bf3d The project implementation schedule occurred over a three-year period. Maintenance employees at the water treatment plant and Public Works employees in the Distribution, Sewer, Streets, Greenways, Traffic, Sanitation, and Forestry Divisions are all currently using the software to track work performed on the assets they maintain. In addition, implementation of the software is underway in the Facilities Division. The benefits of the software are: 1.Ability to better manage assets – The core function of a CMMS is to track maintenance schedules and costs for different assets in order to prioritize maintenance and replacement based on actual lifecycle cost analysis. 2.Succession management – A number of City of Evanston staff become eligible for retirement within the next 5-8 years. This was an opportunity to capture maintenance information only known by senior employees. Annual maintenance and hosting agreements are standard in the technology industry. They are typically assessed by software companies to continuously improve software applications, as well as to fund support centers with skilled employees for customers in order to resolve problems as quickly as possible. This agreement will also provide for space and services on a web hosting provider's server. The City has access to all available fixes, updates, upgrades, and enhancements to the software, as well as access to online and telephone customer support. comprehensive continuous for option the only request sole-source a is This because maintenance and hosting of the VueWorks application is Data Transfer Solutions, LLC, as the developer and distributor of the software. There are no independent third-party businesses that provide support for this product. The original contract included annual maintenance and hosting fees in the amount of $32,000.00 per year from 2017 - 2021. The table below provides a detailed year-to-year breakdown Transfer Data by provided services annual and maintenance for hosting Solutions, LLC: Attachments: 2024 Quote-City of Evanston Page 2 of 3 Doc ID: 5f8464f886de056a0cdae5f9be307b0ca488bf3d Quote Date 12/5/23 Estimate # 2024 Name / Address City of Evanston Attn; Accounts Payable 2100 Ridge Avenue Evanston, IL 60201 P.O. No.Project 100058349 Total 482 S Keller Road Suite 300 Orlando,FL 32810-6101 Phone: 407-382-5222 Description Total $32,000.00 $20,000.00Annual Maintenance and Technical Support All payments must be made in U.S. Dollars. February 1, 2024 to January 31, 2025 Annual Hosting $12,000.00 Page 3 of 3 Doc ID: 5f8464f886de056a0cdae5f9be307b0ca488bf3d Data Transfer Solutions, LLC Donna M. Huey President 8 Apr 2024 482 S. Keller Road, Suite 300 Orlando, FL 32810 407-806-4395 donna.huey@atkinsrealis.com Approved as to form: Alexandra B. Ruggie Interim Corporation Counsel 04 / 11 / 2024 Doc ID: 5f8464f886de056a0cdae5f9be307b0ca488bf3d Doc ID: 5f8464f886de056a0cdae5f9be307b0ca488bf3d Doc ID: 5f8464f886de056a0cdae5f9be307b0ca488bf3d Doc ID: 5f8464f886de056a0cdae5f9be307b0ca488bf3d Doc ID: 5f8464f886de056a0cdae5f9be307b0ca488bf3d Doc ID: 5f8464f886de056a0cdae5f9be307b0ca488bf3d Doc ID: 5f8464f886de056a0cdae5f9be307b0ca488bf3d Doc ID: 5f8464f886de056a0cdae5f9be307b0ca488bf3d Doc ID: 5f8464f886de056a0cdae5f9be307b0ca488bf3d Doc ID: 5f8464f886de056a0cdae5f9be307b0ca488bf3d Doc ID: 5f8464f886de056a0cdae5f9be307b0ca488bf3d Doc ID: 5f8464f886de056a0cdae5f9be307b0ca488bf3d Doc ID: 5f8464f886de056a0cdae5f9be307b0ca488bf3d Doc ID: 5f8464f886de056a0cdae5f9be307b0ca488bf3d SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. INSURER(S) AFFORDING COVERAGE INSURER F : INSURER E : INSURER D : INSURER C : INSURER B : INSURER A : NAIC # NAME:CONTACT (A/C, No):FAX E-MAILADDRESS: PRODUCER (A/C, No, Ext):PHONE INSURED REVISION NUMBER:CERTIFICATE NUMBER:COVERAGES IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. OTHER: (Per accident) (Ea accident) $ $ N / A SUBR WVD ADDL INSD THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. $ $ $ $PROPERTY DAMAGE BODILY INJURY (Per accident) BODILY INJURY (Per person) COMBINED SINGLE LIMIT AUTOS ONLY AUTOSAUTOS ONLY NON-OWNED SCHEDULEDOWNED ANY AUTO AUTOMOBILE LIABILITY Y / N WORKERS COMPENSATION AND EMPLOYERS' LIABILITY OFFICER/MEMBER EXCLUDED? (Mandatory in NH) DESCRIPTION OF OPERATIONS below If yes, describe under ANY PROPRIETOR/PARTNER/EXECUTIVE $ $ $ E.L. DISEASE - POLICY LIMIT E.L. DISEASE - EA EMPLOYEE E.L. EACH ACCIDENT EROTH-STATUTEPER LIMITS(MM/DD/YYYY)POLICY EXP(MM/DD/YYYY)POLICY EFFPOLICY NUMBERTYPE OF INSURANCELTRINSR DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required) EXCESS LIAB UMBRELLA LIAB $EACH OCCURRENCE $AGGREGATE $ OCCUR CLAIMS-MADE DED RETENTION $ $PRODUCTS - COMP/OP AGG $GENERAL AGGREGATE $PERSONAL & ADV INJURY $MED EXP (Any one person) $EACH OCCURRENCE DAMAGE TO RENTED $PREMISES (Ea occurrence) COMMERCIAL GENERAL LIABILITY CLAIMS-MADE OCCUR GEN'L AGGREGATE LIMIT APPLIES PER: POLICY PRO-JECT LOC CERTIFICATE OF LIABILITY INSURANCE DATE (MM/DD/YYYY) CANCELLATION AUTHORIZED REPRESENTATIVE ACORD 25 (2016/03) © 1988-2016 ACORD CORPORATION. All rights reserved. CERTIFICATE HOLDER The ACORD name and logo are registered marks of ACORD HIRED AUTOS ONLY B 2,000,000 GLO0137576-09 X ATL-004814660-22 1,000,000 1,000,000 X 26247 1,000,000 of Marsh USA LLC ATLANTA, GA 30326 N X10/15/2023 12 10/15/2024 10/15/2024 BAP0137575-09 A 4,000,000 2,000,000 X American Guarantee & Liability Ins Co 1,000,000 X X 10/06/2023 NOC 10/15/2023 City of Evanston is included as additional insured where required by written contract with respect to general liability and auto liability coverages. X Suite 4200 Evanston, IL 60201-2798 City of Evanston A CN102421774-DTS..-GAWU.-23-24 50,000 10/15/2024 2,000,000 AUC9304209-21 4,000,000 16535 1,000,000 1,000,000 WC0137577-09 TWO ALLIANCE CENTER MARSH USA, LLC. X 3560 LENOX ROAD, SUITE 2400 482 South Keller Road, Suite 300 Data Transfer Solutions, LLC Orlando, FL 32810 X 10/15/2023 2100 Ridge Avenue 10/15/2023 A 10/15/2024 Zurich American Insurance Company Doc ID: 5f8464f886de056a0cdae5f9be307b0ca488bf3d Doc ID: 5f8464f886de056a0cdae5f9be307b0ca488bf3d Doc ID: 5f8464f886de056a0cdae5f9be307b0ca488bf3d Doc ID: 5f8464f886de056a0cdae5f9be307b0ca488bf3d Doc ID: 5f8464f886de056a0cdae5f9be307b0ca488bf3d Doc ID: 5f8464f886de056a0cdae5f9be307b0ca488bf3d Doc ID: 5f8464f886de056a0cdae5f9be307b0ca488bf3d Doc ID: 5f8464f886de056a0cdae5f9be307b0ca488bf3d Doc ID: 5f8464f886de056a0cdae5f9be307b0ca488bf3d Doc ID: 5f8464f886de056a0cdae5f9be307b0ca488bf3d Doc ID: 5f8464f886de056a0cdae5f9be307b0ca488bf3d Doc ID: 5f8464f886de056a0cdae5f9be307b0ca488bf3d Doc ID: 5f8464f886de056a0cdae5f9be307b0ca488bf3d Contract with Data Transfer Solutions, LLC for the FY 2024... Approval_of...orks_As.pdf and 2 others 5f8464f886de056a0cdae5f9be307b0ca488bf3d MM / DD / YYYY Signed 04 / 11 / 2024 09:23:43 UTC-5 Sent for signature to Alexandra Ruggie (aruggie@cityofevanston.org) and Luke Stowe (lstowe@cityofevanston.org) from lthomas@cityofevanston.org IP: 66.158.65.76 04 / 11 / 2024 10:41:03 UTC-5 Viewed by Alexandra Ruggie (aruggie@cityofevanston.org) IP: 24.13.232.86 04 / 11 / 2024 10:41:46 UTC-5 Signed by Alexandra Ruggie (aruggie@cityofevanston.org) IP: 24.13.232.86 04 / 11 / 2024 14:43:12 UTC-5 Viewed by Luke Stowe (lstowe@cityofevanston.org) IP: 66.158.65.76 04 / 11 / 2024 14:44:09 UTC-5 Signed by Luke Stowe (lstowe@cityofevanston.org) IP: 66.158.65.76 The document has been completed.04 / 11 / 2024 14:44:09 UTC-5