Title
Requisition Nos. 2101347-1 & 2101347-2/REQ-0000008
Project Management Information System Subscription and Implementation Services
O&M
Body
Agenda of: November 21, 2024
Item No.: 2024-384
Amount: $7,930,757.00
TO: The Honorable
Board of Directors
Great Lakes Water Authority
FROM: Suzanne R. Coffey, P.E.
Chief Executive Officer
Great Lakes Water Authority
DATE: November 1, 2024
RE: Requisition Nos. 2101347-1 & 2101347-2/REQ-0000008
Project Management Information System Subscription and Implementation Services
Vendor: Kahua, Inc.
Status: New Contract
MOTION
Upon recommendation of Jeffrey E. Small, Chief Information Officer, the Board of Directors (Board) of the Great Lakes Water Authority (GLWA), authorizes the Chief Executive Officer (CEO) to enter into a contract with Kahua, Inc. for “Project Management Information System Subscription Services” (Requisition No. 2101347-1/REQ-0000008) at a cost not to exceed $4,780,757.00 for a duration of seven (7) years; and “Project Management Information System Implementation Services” (Requisition No. 2101347-2/REQ-0000008) with Kahua, Inc., at a cost not to exceed $3,150,000.00 for a duration of seven (7) years; and authorizes the CEO to take such other action as may be necessary to accomplish the intent of this vote.
BACKGROUND
Currently, GLWA uses a combination of a custom-built portal, SharePoint, and other software to manage the Capital Improvement Program (CIP) including the planning, engineering, and construction phases. These platforms are not well-integrated with each other resulting in inefficiencies and manual work, and they are not integrated at all with GLWA’s Workday Enterprise Resource Planning (ERP) system for finance and procurement aspects of the CIP delivery. The Project Management Information System (PMIS) will be used for developing the CIP Plan, managing capital programs and projects, and collaborating with consultants and contractors through design and construction. The PMIS will support the newly finalized CIP Program Management Plan allowing for systematic automation and coordination of the business processes established therein.
The planned start date of these contracts is January 1, 2025, and will end if all terms are approved on December 31, 2031. Kahua implements their own software with assistance of subconsultants; therefore, the software subscription and implementation services contracts are co-termed to allow for implementation of new functionality and integrations that become available beyond the initial implementation phase.
JUSTIFICATION
GLWA’s existing software is not adequately supporting the needs of the CIP program. The various systems are separate and not well-integrated leading to inefficient and manual processes. Implementing a PMIS platform will allow for a modern, integrated, and streamlined approach to GLWA’s business processes that facilitate the operation, management, and delivery of the CIP for its water and wastewater systems and facilities. GLWA issued a Request for Proposals (RFP) to find and select a feature-rich and best fit PMIS system. After a robust evaluation process, GLWA selected an innovative, mobile, and user-friendly PMIS platform, Kahua.
This system will enhance GLWA’s overall CIP process from project inception to commission allowing for increased collaboration with vendor partners such as engineering consultants and contractors in the office and field. Kahua will manage all facets of program and project lifecycles, including generating GLWA’s 5-year and 10-year Capital Improvement Plans. GLWA will use the system to manage various components of its operations including budgets, costs, funding allocations, contracts, changes, risks, documents, schedules, etc. The PMIS will allow GLWA to seamlessly control and measure each phase of its program delivery operations from planning, design, procurement, and construction to operations. In the long-term, other non-capital programs, projects and initiatives at GLWA may also be supported by Kahua.
FINANCIAL PLAN IMPACT
Summary: Sufficient funds are provided in the financial plan for this contract.
Funding Source: Operations & Maintenance (O&M) Budget
Cost Center(s): IT Enterprise Asset Management Systems (883351)
Expense Type(s): Contractual Professional Services (O&M)
(5910-883351.000-617903-WS7900)
Estimated Cost by Year and Related Estimating Variance: See table below
Fiscal Year Amount
Requisition No. Requisition No.
2101347-1 2101347-2
FY 2025 Budget $378,857.00 $529,350.00
FY 2026 Financial Plan 520,274.00 1,286,100.00
FY 2027 Financial Plan 743,006.00 900,100.00
FY 2028 Financial Plan 764,370.00 256,950.00
FY 2029 Financial Plan 785,734.00 77,000.00
FY 2030 Financial Plan 791,416.00 50,250.00
FY 2031 Financial Plan 797,100.00 50,250.00
Financial Plan Forecast $4,780,757.00 $3,150,000.00
Proposed Contract Amount $7,930,757.00
Variance (positive/ (negative)) -
COMMITTEE REVIEW
This item was presented to the Operations and Resources Committee at its meeting on November 13, 2024. The Operations and Resources Committee unanimously recommended that the GLWA Board adopt the resolution as presented.
SHARED SERVICES IMPACT
This item does not impact the shared services agreement between GLWA and DWSD.