To: Board of Directors, Sonoma County Water Agency
Department or Agency Name(s): Sonoma County Water Agency
Staff Name and Phone Number: David Royall 707-521-1865
Vote Requirement: Majority
Supervisorial District(s): Countywide
Title:
Title
Computerized Maintenance Management System
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Recommended Action:
Recommended action
Authorize Sonoma County Water Agency’s General Manager to execute the Second Amended and Restated Agreement for Computerized Maintenance Management System with NEXGEN Asset Management in substantially the form as the draft presented to this Board. The amended agreement increases the amount by $24,500, for a new not-to-exceed agreement total of $964,780 and no change to the end date of December 31, 2025.
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Executive Summary:
Sonoma County Water Agency (Sonoma Water) has begun a multi-phase effort for updating its asset management system, including its computerized maintenance management system (CMMS), which tracks and reports on infrastructure assets managed by Sonoma Water. This complex effort requires careful and multi-phased planning to integrate with other data management systems in use within Sonoma Water, such as geographic information systems and computer-aided design.
Discussion:
Sonoma Water provides high-quality drinking water to over 600,000 people in Sonoma and northern Marin counties, is responsible for maintaining over 150 miles of creeks and streams throughout Sonoma County to help reduce the risk of flooding, manages and operates four sanitation districts and four sanitation zones in unincorporated Sonoma County, and produces recycled water to offset potable water demands.
Sonoma Water has multiple data management systems for managing and maintaining its infrastructure assets. To integrate available information to enhance the decision-making process for management of these assets, Sonoma Water has initiated a multi-phased Asset Management Program (AMP). The vision for AMP is articulated in the following statement from Sonoma Water’s Asset Management Implementation Plan:
Sonoma Water’s vision is to improve its process to accomplish reliability-centered maintenance, business system interconnectedness, and improve asset management enterprise-wide. Sonoma Water is seeking strategies to reduce labor required for asset maintenance, record keeping, researching asset history information, benchmarking, reporting key performance indicators, more comprehensive fiscal decision making, assurance of regulatory compliance, justification for rate increases to the public, and other pertinent enterprise asset management functions.
Under a previous agreement, NEXGEN Asset Management, Inc. (Consultant) designed, implemented, and provided training and follow-up support for its CMMS. Under the prior agreement, Sonoma Water’s water production, transmission, and wastewater treatment assets were integrated into CMMS (Phase 1).
Consultant has completed the majority of work under Phase 1 for Sonoma Water’s water supply assets at its pumping plants and the wastewater treatment assets at its wastewater treatment plants. Under this amended agreement, Consultant will complete and finalize Phase 1 work for these assets.
Sonoma Water and Consultant entered into an agreement for CMMS, dated March 27, 2023, in the amount of $940,280.
A first amended agreement, approved by the General Manager of Sonoma Water May 15, 2024, extended the agreement by one year to December 31, 2025, at no additional cost.
SELECTION PROCESS
Consultant was selected from a list of qualified consultants developed from a competitive selection process. Attached is a memo that explains the competitive selection process.
Consultant was selected to perform the work because of its experience with similar public agencies and demonstrated understanding of Sonoma Water’s needs.
Sonoma Water may seek to amend or enter into subsequent agreement(s) with Board approval if required, relying upon this competitive selection process, after the preliminary or initial work is completed.
SERVICES TO BE PERFORMED
Under the amended agreement, Consultant will complete implementation of Phase 1 for Sonoma Water’s CMMS using its proprietary asset management software to support Sonoma Water’s AMP (including water supply and sanitation services), and to manage and maintain Sonoma Water’s physical above- and below-ground assets at their lowest lifecycle costs, while delivering expected levels of service.
Amending the agreement is necessary to finalize implementation of CMMS Phase 1.
The additional cost is $24,500, for a new not-to-exceed agreement total of $964,780. There is no change to end date of December 31, 2025.
County of Sonoma Strategic Plan Alignment:
N/A
Sonoma Water Strategic Plan Alignment
Goal: Planning and Infrastructure.
Strategy: Implement the Computerized Maintenance Management System and Asset Management Program.
Action: Implement and sustain the new Computerized Maintenance Management.
System. Complete the development of the Asset Management Program.
Under the amended agreement, Consultant will continue to design, implement, and provide training and follow-up support for the CMMS, which will assist with the overall implementation of Sonoma Water’s AMP.
Racial Equity:
Was this item identified as an opportunity to apply the Racial Equity Toolkit?
No
Prior Board Actions:
01/24/2023: Authorized Sonoma County Water Agency’s General Manager to execute an agreement between Sonoma Water and NEXGEN Asset Management for CMMS implementation and related services. Cost $940,280; term end December 31, 2024.
08/30/2022: Authorized Sonoma County Water Agency’s General Manager to execute an agreement between Sonoma Water and Carollo Engineers, Inc. for assistance with Phase 3 of Sonoma Water’s Asset Management Program. Cost $1,100,000; term end June 30, 2024.
Fiscal Summary
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Expenditures |
FY24-25 Adopted |
FY25-26 Projected |
FY26-27 Projected |
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Budgeted Expenses |
$24,500 |
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Additional Appropriation Requested |
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Total Expenditures |
$24,500 |
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Funding Sources |
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General Fund/WA GF |
$24,500 |
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State/Federal |
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Fees/Other |
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Use of Fund Balance |
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General Fund Contingencies |
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Total Sources |
$24,500 |
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Narrative Explanation of Fiscal Impacts:
Budgeted amount of $24,500 is available from FY 2024/2025 appropriations for the Sonoma Water General Fund. No additional appropriation is required.
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Staffing Impacts: |
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Position Title (Payroll Classification) |
Monthly Salary Range (A-I Step) |
Additions (Number) |
Deletions (Number) |
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Narrative Explanation of Staffing Impacts (If Required):
N/A
Attachments:
Attachment 1: Amended Agreement with NEXGEN Asset Management
Attachment 2: Competitive Selection Process Memo
Related Items “On File” with the Clerk of the Board:
None.