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File #: 55350    Version: 1 Name: Amending Contract with Timmons, Inc.
Type: Resolution Status: Passed
File created: 4/9/2019 In control: Department of Information Technology
On agenda: 4/30/2019 Final action: 4/30/2019
Enactment date: 5/6/2019 Enactment #: RES-19-00361
Title: Amending the contract with Timmons, Inc., authorized by adopted RES-17-00228 (File 46228), to include an additional $56,000 for additional training for the implementation of the Cityworks Public Works Asset Management System.
Sponsors: Samba Baldeh, Keith Furman, Michael J. Tierney, Michael E. Verveer
Attachments: 1. Timmons Asset Mgmnt.pdf

Fiscal Note

The proposed resolution amends an existing contract with Timmons, Inc. for the Cityworks Public Works Asset Management System. The additional funding for the contract will be to increase training associated with implementing the new asset management system. The contract amendment will increase the contract cost by $56,000 from $271,350 to $327,350. The Asset Management System capital project (#17097) has sufficient budget authority for the proposed amendment. No additional City appropriation is required.

Title

Amending the contract with Timmons, Inc., authorized by adopted RES-17-00228 (File 46228), to include an additional $56,000 for additional training for the implementation of the Cityworks Public Works Asset Management System.

Body

WHEREAS, Information Technology, working with the Purchasing Division, Engineering, Traffic Engineering, Parking Utility, and the Water Utility advertised, received, and reviewed proposals for RFP-8524-0- 2016/JA for a computerized maintenance management system (CMMS) for Public Works Infrastructure Asset Management, and

WHEREAS, this included the purchase of software, implementation services, training, and support for the system and the process was conducted in accordance with Section 4.26 of the Madison General Ordinances; and

WHEREAS, through this RFP, staff have selected the Cityworks Public Works Asset Management System which includes software product licensed by Azteca Systems, LLC, and implementation and training services to be provided by Timmons, Inc.; and

WHEREAS, the scope of training provided for in the original contract was for one week of generic on-site training for all agencies using a train-the-trainer approach;

WHEREAS, the Cityworks implementation is a major change with agencies moving from multiple work order systems to a single digital platform;

WHEREAS, field staff are significantly impacted by the move from paper-based to electronic work orders;

WHEREAS, with the implementation nearing completion staff have determined that training customized to each user agency is more appropriate to effectively manage this transition;

WHEREAS, given the direct impact on field staff, staff have also identified the need for additional initial training to be provided by Timmons instead of using a train-the-trainer approach; and

WHEREAS, this will result in additional training days requiring an amendment to the $271,350.00 implementation contract with Timmons, Inc., needing authority to spend an additional $56,000.00; and

WHEREAS, the overall project budget of $950,000.00 is currently projected to be almost $592,000.00 without the additional training, leaving $358,000.00 still available, so no additional funding is being requested, only additional spending authority;

NOW THEREFORE BE IT RESOLVED, that the City of Madison Purchasing Agent is authorized to sign a contract amendment with Timmons, Inc. for the additional training services described above.