HomeMy WebLinkAbout19-97 Resolution No. 19-97
RESOLUTION
AUTHORIZING EXECUTION OF AN AGREEMENT WITH SAAS MAINT, LLC D/B/A
ASSETOPTICS FOR MAINTENANCE MANAGEMENT SYSTEM SOFTWARE
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS,
that pursuant to Elgin Municipal Code Section 5.02.020B(9) the City Council hereby finds that
an exception to the requirements of the procurement ordinance is necessary and in the best
interest of the city; and
BE IT FURTHER RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN,
ILLINOIS, that Richard G. Kozal, City Manager, and Kimberly A. Dewis, City Clerk, be and are
hereby authorized and directed to execute an Agreement on behalf of the City of Elgin with SaaS
Maint, LLC, d/b/a AssetOptics for maintenance management system software, a copy of which is
attached hereto and made a part hereof by reference.
s/David J. Kaptain
David J. Kaptain, Mayor
Presented: June 26, 2019
Adopted: June 26, 2019
Omnibus Vote: Yeas: 8 Nays: 0
Attest:
s/Kimberly Dewis
Kimberly Dewis, City Clerk
PURCHASE AGREEMENT
THIS AGREEMENT is hereby made and entered into this 26th day of June, 2019, by
and between the City of Elgin, Illinois, a municipal corporation (hereinafter referred to as "City")
and SaaS Maint, LLC, a Georgia limited liability company d/b/a AssetOptics, (hereinafter
referred to as "AssetOptics" or "Seller").
NOW, THEREFORE, for and in consideration of the mutual promises and covenants
contained herein, the sufficiency of which is hereby mutually acknowledged, the parties hereto
hereby agree as follows:
1. PURCHASE. City shall purchase, and AssetOptics shall sell the goods and/or services
described by Attachment A, attached hereto and made a part hereof.
2. TERMS. This agreement shall be subject to the terms and conditions contained
herein and as provided by Attachment A, attached hereto and made a part hereof.
3. CONFLICT. In the event of any conflict, between any of the terms and provisions of
this purchase agreement and Attachment A hereto. the terms and provisions of this purchase
agreement shall control; provided however that any additional insurance requirements provided
for in Attachment A which exceed these provided for in the body of this agreement shall apply.
4. LAW/VENUE. This agreement is subject to and governed by the laws of the State of
Illinois. Venue for the resolution of any disputes or the enforcement of any rights arising out of
or in connection with this agreement shall be the Circuit Court of Kane County, Illinois.
AssetOptics hereby irrevocably consents to the jurisdiction of the Circuit Court of Kane County,
Illinois for the enforcement of any rights, the resolution of any disputes and/or for the purposes
of any lawsuit brought pursuant to this agreement or the subject matter hereof; and AssetOptics
agrees that service by first class U.S. mail to Mike Edwards, 885 Woodstock Rd, Box 430-117,
Roswell, GA, 30075 shall constitute effective service. Both parties hereto waive any rights to a
jury.
5. NO MODIFICATION. There shall be no modification of this agreement, except in
writing and executed with the same formalities as the original.
6. MERGER. This agreement embodies the whole agreement of the parties. There are no
promises, terms, conditions or obligations other than those contained herein, and this agreement
shall supersede all previous communications, representations or agreements, either verbal,
written or implied between the parties hereto.
7. INTEREST. AssetOptics hereby waives any and all claims or rights to interest on
money claimed to be due pursuant to this agreement, and waives any and all such rights to
interest to which it may otherwise be entitled pursuant to law, including, but not limited to,
pursuant to the Local Government Prompt Payment Act (50 ILCS 505/1, et seq.), as amended, or
the Illinois Interest Act (815 ILCS 205/1, et seg.), as amended. The provisions of this paragra
shall survive any expiration, completion and/or termination of this agreement.
8. SEVERABILITY. The terms of this agreement shall be severable. In the event any of
the terms or the provisions of this agreement are deemed to be void or otherwise unenforceable
for any reason, the remainder of this agreement shall remain in full force and effect.
9. COMPLIANCE WITH LAW. Notwithstanding any other provision of this agreement,
it is expressly agreed and understood that in connection with the performance of this agreement,
AssetOptics shall comply with all applicable federal, state, city and other requirements of law,
including, but not limited to, any applicable requirements regarding prevailing wages, minimum
wage, workplace safety and legal status of employees. Without limiting the foregoing,
AssetOptics hereby certifies, represents and warrants to the City that all of AssetOptics'
employees and/or agents who will be providing products and/or services with respect to this
agreement shall be legally authorized to work in the United States. AssetOptics shall also, at its
expense, secure all permits and licenses, pay all charges and fees, and give all notices necessary
and incident to the due and lawful prosecution of the work, and/or the products and/or services to
be provided for in this agreement. The City shall have the right to audit any records in the
possession or control of AssetOptics to determine AssetOptics' compliance with the provisions
of this section. In the event the City proceeds with such an audit, AssetOptics shall make
available to the City AssetOptics' relevant records at no cost to the City. City shall pay any and
all costs associated with any such audit.
10. PAYMENT. City shall pay a total sum not to exceed $85,625, payable on a pro rata
basis in installments within thirty (30)days of delivery or city's receipt of invoices.
11. LIMITATION OF DAMAGES. In no event shall City be liable for any monetary
damages in excess of the purchase price contemplated by this agreement. In no event shall City
be liable for any consequential, special or punitive damages, or any damages resulting from loss
of profit.
13. INDEMNIFICATION. To the fullest extent permitted by law, AssetOptics agrees to
and shall indemnify, defend and hold harmless the City, its officers, employees, boards and
commissions from and against any and all claims, suits, judgments, costs, attorney's fees,
damages or any and all other relief or liability arising out of or resulting from or through or
alleged to arise out of any acts or negligent acts or omissions of AssetOptics or AssetOptics'
officers, employees, agents or subcontractors in the performance of this agreement, including but
not limited to, all goods delivered or services or work performed hereunder. In the event of any
action against the City, its officers, employees, agents, boards or commissions covered by the
foregoing duty to indemnify, defend and hold harmless, such action shall be defended by legal
counsel of the City's choosing.
15. TERM. This agreement shall terminate December 31, 2020; provided, however that
either party hereto may terminate this agreement at any time for any reason upon thirty(30) days
written notice to the other party, without penalty, as provided for herein. In the event of such
early termination by City, the City shall pay only for services actually performed on a pro rata
basis.
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16. APPROPRIATION OF FUNDS. The fiscal year of the CITY is the 12 month period
ending December 31. The obligations of the CITY under any contract for any fiscal year are
subject to and contingent upon the appropriation of funds sufficient to discharge the obligations
which accrue in that fiscal year and authorization to spend such funds for the purposes of the
contract.
If, for any fiscal year during the term of this agreement, sufficient funds for the discharge of the
City's obligations pursuant to this agreement are not appropriated and authorized, then this
agreement shall terminate as of the last day of the preceding fiscal year, or when such
appropriated and authorized funds are exhausted, whichever is later, without liability to the City
for damages, penalties or other charges on account of such termination.
16. EXECUTION. This agreement may be executed in counterparts, each of which shall be
an original and all of which shall constitute one and the same agreement. For the purposes of
executing this agreement, any signed copy of this agreement transmitted by fax machine or e-
mail shall be treated in all manners and respects as an original document. The signature of any
party on a copy of this agreement transmitted by fax machine or e-mail shall be considered for
these purposes as an original signature and shall have the same legal effect as an original
signature. Any such faxed or e-mailed copy of this agreement shall be considered to have the
same binding legal effect as an original document. At the request of either party any fax or e-
mail copy of this agreement shall be re-executed by the parties in an original form. No party to
this agreement shall raise the use of fax machine or e-mail as a defense to this agreement and
shall forever waive such defense.
The person signing this agreement certifies that s/he has been authorized by the Seller to
commit the Seller contractual and has been authorized to execute this agreement on its behalf.
IN WITNESS WHEREOF the parties have hereto set their hands the day and year first
above written.
SAAS MAINT, LLC, CITY OF ELGIN
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Print Name Ric and G. Kozal. City I anage
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ATTACHMENT A
AssetSpt ics
AssetOptics Proposal for City of Elgin Water Department
E LG I N
THE CITY IN THE SUBURBS"
Submitted by: Mike Edwards, Principal
mike.edwards@assetoptics.com
10/19/18
AssetOptics CMMS/EAM Implementation for the Water Department
The scope of this engagement is to deploy AssetOptics; Facilities, Equipment and Fleet Maintenance for
the Water Department. An onsite solution overview and discovery session was performed with Eric
Weiss and Nora Bertram on Oct 4th&5th, 2018. The implementation scope and deployment strategy
that follows is a result of that discovery.
The primary functional scope of the implementation includes asset management, preventive
maintenance scheduling, work order management for the water purification plants and the related
water distribution assets. As a secondary priority, MRO inventory management and automated
inventory replenishment procurement is included in a later sprint. Lastly, an allocated level of effort is
included to perform configuration optimization for the water distribution and water collection
departments.
The implementation is structured in several sprints. The goal of each sprint is defined such that the
Water Department will be able to accept and implement incremental functionality at its conclusion. It is
possible to add delay time between sprints if needed. However, once we kickoff a sprint, we should
plan to fully complete it in two to three weeks (there is a limited number of billable hours allocated to
each sprint and thus we cannot allow the timeline to extend).
A summary description of each sprint and the estimated billable hours follows:
Sprint 1—(56 hrs.) Replace the existing Equipment Malfunction paper report with an AssetOptics Work
Order.
The goal of this sprint is to replace the paper equipment malfunction document with an
AssetOptics Work Order.
The operators are currently filling out a paper equipment malfunction report. This document
serves the purpose of a work request for the maintenance department and as a record of
operator performed maintenance. All of the operators already use Chatter,as do the
maintenance technicians. Much of the communication for the follow up work is being
performed thru Chatter and thus user adoption should be very easy.
The users will need to be assigned to platform licenses(already in the org)and a new user
profile will be created for each of the user groups. Updates to the sharing rules will have to be
configured.
A prototype of the Equipment Malfunction work order has been created in the AODev1
sandbox.
Figure 1—Create Equipment Malfunction Quick Action Entry
Figure 2—Equipment Malfunction Work Order
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Sprint 2—(40 hrs.)Setup initial asset hierarchy.
The goal of this sprint to is develop and implement an asset hierarchy of sufficient content and
structure so as to support the recording of equipment malfunction work orders,corrective work
orders and preventive maintenance scheduling.
Using the general process schematic and other available documentation,along with tribal
knowledge,an initial asset hierarchy will be defined. We will do this collaboratively and most
likely via 2-3 Go To Meeting sessions.
We will also create a list of either Equipment Types or Asset Class/Subclass metadata
definitions. These definitions can be drawn from either APWA resources, ESRI attributes,other
industry resources or Elgin defined codes. While AssetOptics will do the research with APWA to
identify standards,the decision of what data elements to use falls upon Elgin.
We will then schedule an onsite inventory audit(estimate 3-4 days)to walk down the water
plants with an Elgin team member to further identify and input assets into the hierarchy.
Capturing and inputting equipment nameplate data is not within the scope of this exercise.
However, we will create a Quick Actions so that operators or technicians can update nameplate
data easily from their mobile devices. We will also create reports/views making it easy to
measure your overall progress on recording this nameplate data; i.e.total assets where
nameplate data is blanks,%of assets with nameplate data, etc. This approach will provide you
with a cost-effective means of capturing asset nameplate data.
Upon completion of this sprint,the Elgin water department CMMS lead (Nora)will be
adequately trained and experienced with creating and updating asset data so as to maintain and
enhance for future needs.
Sprint 3—(60 hrs.) Implement Corrective Work Orders and incorporate Equipment Malfunction Work
Orders into a common work order backlog.
The goal of this sprint is to get all maintenance work incorporated into a single work order
backlog so as to provide a complete recording of work being performed.
We will configure a Work Request approval process, update the Equipment Malfunction process
so as to account for the newly entered asset hierarchy,and build the necessary
reports/dashboards to manage the entirety of the work order process; i.e.open,scheduled,
completed work orders, etc. We will also add a Preventive Maintenance work order type so that
any PM work can be recorded in the absence of having the PM Scheduling system automatically
generate the Work Orders.
One of the likely outcomes is that the work orders will be owned by queues so as to support the
current approach of self-assignment from the work order backlog. All of the work management
functions are expected to be executed from a mobile device (iPhone or iPad). AssetOptics will
configure the mobile navigation and quick actions accordingly.
Sprint 4—(60 hrs.) Preventive Maintenance Scheduling
There are multiple goals for this sprint.The first is to define and update the criticality of all
assets defined in the hierarchy so as to prioritize the development of preventive maintenance
schedules. The second goal is to train the CMMS lead (Nora)on setting up PM Schedules;
Standard Work Tasks, Model Work Orders, PM Schedules, PM Group Schedules,etc. The third
goal is to setup the necessary reports/dashboards/views/queues/workflows etc.to support PM
work order process. The last goal is to setup a sufficient quantity of PM Schedules so that Elgin
will be self-sufficient with the future creation of PMs.
Sprint 5—(60 hrs.) Optimize configuration for Water Distribution Team.
This sprint is an allocated block of time to perform discovery,develop and execute a plan to
improve the adoption of AssetOptics for the existing users in the Water Distribution Team.
Sprint 6—(60 hrs.)Optimize configuration for Water Collection Team.
This sprint is an allocated block of time to perform discovery, develop and execute a plan to
Ei,)improve the adoption of AssetOptics for the existing users in the Water Collection Team.
Sprint 7—(40 hrs.) Implement MRO Inventory Management for Water Department.
The goal of this sprint is to perform setup,training and data conversion assistance to implement
repair parts and supplies inventory management for the Water Department. This will entail
defining Storerooms,establishing inventory issue and receipt processes,and optionally creating
a Purchase Request approval process to support the automatic replenishment of parts NOT
already managed by vendors.
Sprint Summary
Sprint# Description Est.Hrs.
Sprint 1 Replace the existing Equipment Malfunction paper report with an 56
AssetOptics Work Order
Sprint 2 Setup initial asset hierarchy 40
Sprint 3 Implement Corrective Work Orders and incorporate Equipment 60
Malfunction Work Orders into a common work order backlog
Sprint 4 Preventive Maintenance Scheduling 60
Sprint 5 Optimize configuration for Water Distribution Team 60
Sprint 6 Optimize configuration for Water Collection Team 60
Sprint 7 Implement MRO Inventory Management for Water Department 40
Total Estimated Hours 376
Investment Summary
Hours Rate Ext Amt
AssetOptics Consulting Fees 376 $187.50 $70,500
Contingency Hours(10%) 38 $187.50 $7,125
Estimated Travel (4 ea onsite visits) $8,000
Total AssetOptics Fees $85,625
Any material changes to project scope will be reflected in an appropriate change order. This proposal is
valid thru Nov 30, 2018.
Sprint Task Details
Billable
Task Name Hours Est.
Sprint 1
Equipment Malfunction Work Order Configuration 24
New Recordtype/Custom Fields/Page Layouts
Global Action/Object Specific Actions
Create Queues/List Views/etc.
Workflow Notifications
Reports/Dashboard to manage work process
Security Configuration 16
Create New User Profiles/Permission Sets
Update Role Hierarchy/Create New Sharing Rules
Update User Records
Deployment 8
UAT in Sandbox
Sandbox/Prod Changesets
Post Production Deployment Setup
Go-Live Support 8
Create End User Training Content
Train End Users
Sprint 2 40
Create 2-3 Level Asset Hierarchy based on General Process Schematic
Define Asset Meta-Data (Types or Class/SubClass)
Create 3-4 Level Asset Hierarchy Details based on performing physical inventory
audit
Sprint 3 60
Configuration
Work Requests/Approval Processes
Global Action/Object Specific Actions
Create Queues/List Views/etc.
Workflow Notifications
Reports/Dashboard to manage work process
Deployment
UAT in Sandbox
Sandbox/Prod Changesets
Post Production Deployment Setup
Go-Live Support
Create End User Training Content
Train End Users
Sprint 4 60
Configuration
Define Asset Criticality Code Meta-Data
Assign Criticality Codes to all Asset Tags
Identify initial scope of assets to setup PMs based on criticality code
Define PM Work Order work management process
Create Queues/List Views/etc.
Workflow Notifications
Reports/Dashboard to manage work process
Deployment
UAT in Sandbox
Sandbox/Prod Changesets
Post Production Deployment Setup
Go-Live Support
Create End User Training Content
Train End Users
Production Data Setup
Research&Write Std Work Tasks/Model Work Orders/PM Schedules
Sprint 5 60
Sprint 6 60
Sprint 7 40