Title
Amendment to Pavement Management Software Contract (Ordinance S-47140)
Description
Request to authorize the City Manager, or his designee, to amend Contract 151298 with Deighton Associates Limited (Deighton) for software technical support, maintenance, on-site support, and training for the Deighton Total Infrastructure Management Software (dTIMS) used by the Street Transportation Department for pavement management to upgrade to a new enterprise service version with additional hosting and security services for the pavement management data base, and to approve additional expenditures in an amount not to exceed $305,000. Further request authorization for the City Controller to disburse all funds related to this item.
Report
Summary
The Street Transportation Department (Streets) requires an increase to the existing contract to make upgrades to the software and data storage used for the Pavement Management System (PMS). The dTIMS software, developed and maintained by Deighton, is a configurable asset management program currently used by Streets to manage the City's pavement asset. The PMS provides objective pavement condition index data and recommendations which form the basis of the Pavement Maintenance Program including the Accelerated Pavement Maintenance Program.
Deighton has provided software and service for the PMS for over 10 years. With the current service, the software (dTIMS CT Version 9) is installed locally on a single computer operated by Streets staff with data storage, backup and security support provided by the City's Information Technology Services Department. Deighton provides software maintenance and technical user support services. The new iteration of dTIMS (dTIMS Business Analytics) migrates the software interface, database storage and analysis from a singular machine located and maintained in City Hall to an internet-based platform housed and maintained by the vendor. This enables enterprise level of service capable of seamlessly integrating other assets and providing access for up to 5 users remotely. Upon migrating to the new version, Deighton will take on additional responsibility of hosting the data on its servers, assume database storage, security and backup responsibilities, software upgrades and enhancements. The net cost increase in the new service package equates to $61,000 per contract year.
The benefits for upgrading to the new software version include a new enterprise service capable of integrating other assets, data storage and security, improved speed and performance, the ability to upgrade to the newest features for the PMS, ability to perform cross-asset optimization, better communication and collaboration via a web-based platform, relief of City's IT staff and resources require for data storage and security. This contract amendment will add capacity to allow for the upgrade to take place.
Procurement Information
The original contract was procured in accordance with Administrative Regulation 3.10. Normal competition was waived as a result of a Determination Memo citing the unusual nature of the goods or services as Deighton Associates Limited is the creator of the dTIMS software, which is the core component of the City's Pavement Management System.
Contract Term
The five-year Service Agreement began Dec. 1, 2019 and expires on Nov. 30, 2024.
Financial Impact
This Amendment is requesting $305,000, which will bring the total contract value to a not-to-exceed amount of $520,639. Funds are available in the Street Transportation Department's operating budget.
Concurrence/Previous Council Action
Council approved the original contract on Sept. 18, 2019 (S-46012).
Department
Responsible Department
This item is submitted by Deputy City Manager Mario Paniagua and the Street Transportation Department.