Contract Request Template (Contracts; IGAs; Leases)
Date Submitted: 9-17-21
Requesting Agency: Technology Services
Division:
Subject Matter Expert Name:
|
Name: Joe Saporito |
|
Email: joseph.saporito@denvergov.org |
Item Title & Description:
(Do not delete the following instructions)
These appear on the Council meeting agenda. Initially, the requesting agency will enter a 2-3 sentence description. Upon bill filling, the City Attorney’s Office should enter the title above the description (the title should be in bold font).
Both the title and description must be entered between the red “title” and “body” below. Do not at any time delete the red “title” or “body” markers from this template.
title
A resolution approving a proposed Amendatory Agreement between the City and County of Denver and Trapeze Software Group, Inc. f/k/a Asset Works, LLC to extend the term, increase the maximum contract amount and amend certain provisions for the cloud-based fleet management software.
Amends a contract with Asset Works, LLC by adding $1,785,084 for a new total of $3,532,464.85 for the addition of the Enterprise Asset Management module to the Asset Management platform supporting the Department of Transportation and Infrastructure. No change to contract duration (TECHS-202159892). The last regularly scheduled Council meeting within the 30-day review period is on 11-1-21. The Committee approved filing this item at its meeting on 9-28-21.
body
Affected Council District(s) or citywide? Citywide
Contract Control Number: TECHS-202159892
Vendor/Contractor Name (including any “DBA”): AssetWorks, LLC
Type and Scope of services to be performed:
The City and County of Denver’s Downtown Fleet Management group (Public Works Fleet Management, Public Works Fleet Logistics Operations, Denver Fire Fleet Management, and Denver Police Fleet Management) purchased AssetWorks Fleet Management software through a solicitation in late 2019. This replaced the previous system with a more modern, cloud-based, functionally robust system that supports the end-to-end fleet management process.
After Technology Services provided an independent evaluation of the multiple existing Asset Management solutions across DOTI, including constructed and fleet assets, it was determined that through the addition of the AssetWorks Enterprise Asset Management module, the functionality of the multiple existing systems can be accomplished with a single Asset Management solution. Through this amendment, the City will purchase the Assetworks Enterprise Asset Management module.
The new functionality allows for the lifecycle management of constructed infrastructure assets beyond just fleet, as well as the process and reporting support for these unique City assets. This is part of a systems consolidation that will place all infrastructure asset data on a single enterprise asset management system. Additional functionality will facilitate cross-asset analysis and optimization allowing for DOTI to optimize funding across all asset classes.
The original project and scope of work were only for managing the City’s fleet vehicles as a final project of the Fleet Analysis and Optimization Project (2012). As part of the creation of a centralized asset management program under DOTI’s Office of Asset Management, DOTI sought to consolidate systems for standardized data management and long-term cost savings. The new statement of work leverages the newly implemented fleet system’s integrations and allows for centralized logistics management to support multiple divisional maintenance operations.
This amendment will allow for the purchase, implementation and ongoing support of the AssetWorks Enterprise Asset Management (EAM) module. The EAM functionality will address the following key requirements and functional needs:
• To standardize Asset Management and Maintenance tracking on a single enterprise-wide platform for all constructed assets.
• To implement a cohesive enterprise-wide platform of asset maintenance, planning, and capital improvement.
• To facilitate the periodic condition assessment, ongoing deterioration modeling, condition resets, and all necessary activities for Lifecycle Management & History tracking of constructed assets.
• To produce budget constrained, optimized multi-year work plans and annual work programs for DOTI constructed assets.
• To produce budget constrained, optimized cross-asset management across all departments and all constructed asset categories.
• To align multi-year programs in strategic “one build” framework across constructed assets.
• To perform inventory management of supplies and materials.
• To perform work order management in a consistent manner across all DOTI departments and all constructed asset categories.
• To provide asset management planning functionality including, but not limited to, future maintenance planning, asset deterioration modeling, level of service maintenance, cross-asset analysis and preventative maintenance.
• To provide Budget Scenario analysis including Cost Forecasting, Automated Investment Planning, and Condition Forecasting.
• Provide Reporting functionality including Production Reporting, Costs Reporting, Ad hoc Reporting, and Custom Reporting.
• Business Intelligence and Analytics, including, but not limited to Analytics Capabilities, Self-service Analytics, Dashboarding, Other BI & Analytics Capabilities.
• Integrations as needed.
• Mobile requirements.
Location (if applicable):
WBE/MBE/DBE goals that were applied, if applicable (construction, design, Airport concession contracts):
Are WBE/MBE/DBE goals met (if applicable)?
Is the contract new/a renewal/extension or amendment?
Was this contractor selected by competitive process or sole source?
Competitive process
For New contracts
Term of initial contract:
Options for Renewal:
How many renewals (i.e. up to 2 renewals)?
Term of any renewals (i.e. 1 year each):
Cost of initial contract term:
Cost of any renewals:
Total contract value council is approving if all renewals exercised:
For Amendments/Renewals Extensions:
Is this a change to cost/pricing; length of term; terms unrelated to time or price (List all that apply)?
If length changing
What was the length of the term of the original contract?
What is the length of the extension/renewal?
What is the revised total term of the contract?
If cost changing
What was the original value of the entire contract prior to this proposed change?
$1,747,380.85
What is the value of the proposed change?
$1,785,084.00
What is the new/revised total value including change?
$3,532,464.85
If terms changing
Describe the change and the reason for it (i.e. compliance with state law, different way of doing business etc.)