Title
Proposed Amendment No. 4
Contract No. GLWA-CS-119
WAM Support and Enhancement Services
O&M
Body
Agenda of: May 25, 2022
Item No.: 2022-170
Amount: Original Contract $7,000,000.00
Amendment No. 1 3,500,000.00
Amendment No. 2 3,500,000.00
Amendment No. 3 3,500,000.00
Proposed Amendment No. 4 6,857,000.00
Total Revised Contract $24,357,000.00
TO: The Honorable
Board of Directors
Great Lakes Water Authority
FROM: Suzanne R. Coffey, P.E.
Interim Chief Executive Officer
Great Lakes Water Authority
DATE: April 29, 2022
RE: Proposed Amendment No. 4
Contract No. GLWA-CS-119
WAM Support and Enhancement Services
Vendor: DXC Technology Services LLC
MOTION
Upon recommendation of Jeffrey Small, Chief Information Officer, the Board of Directors (Board) of the Great Lakes Water Authority (GLWA), authorizes the Interim Chief Executive Officer (ICEO) to enter into Contract No. GLWA-CS-119, “WAM Support and Enhancement Services” with DXC Technology Services LLC, with an increased cost of $6,857,000.00 for a total cost not to exceed $24,357,000.00 and an increased duration of three years (3) for a total duration of eight (8) years; and authorizes the ICEO to take such other action as may be necessary to accomplish the intent of this vote.
BACKGROUND
GLWA primarily uses an Enterprise Asset Management (EAM) system to manage assets, inventory and requisitions as well as track maintenance history (corrective and preventive work orders). The current EAM system, Oracle Work and Asset Management (WAM) was implemented in 2013 and will need to continue to be supported until NEXGEN EAM implementation project is fully completed in late 2024. DXC has been supporting GLWA since the initial implementation and provides technical expertise in WAM related to the servers, databases, and integrations via TIBCO integration software. Additional integrations supported by DXC are to Service-Link, GLWA’s mobile work management system connected to WAM as well as the Wholesale Automated Metering Reading (WAMR) and Greater Detroit Regional Sewer System (GDRSS) portals.
JUSTIFICATION
The DXC contractors that support this complex system and its integrations have specialized technical expertise that is required to maintain WAM. Overall, the partnership with DXC and their technical knowledge and support has been successful and is relied on each day to keep WAM functioning and providing value to GLWA. This support will be needed until GLWA has fully transitioned to the new EAM system, NEXGEN, and existing interfaces are replaced. Assistance by DXC will be required for WAM and Service-Link data and interface migration to NEXGEN. This three-year extension will consist of one two-year term and two optional 6-month terms, to be used if needed. This will allow for schedule flexibility and a full transition and shutdown of WAM, Service-Link, and TIBCO legacy software and interfaces after successful migration to NEXGEN. TIBCO, the integration software, licensing will continue to be included in this amendment as DXC is a partner organization with TIBCO resulting in better pricing for GLWA.
PROJECT MANAGEMENT STATUS
Original Contract Time Two (2) years (07/01/2017 - 06/30/2019)
Amendment No. 1 One (1) year (07/01/2019 - 06/30/2020)
Amendment No. 2 One (1) year (07/01/2020 - 06/30/2021)
Amendment No. 3 One (1) year (07/01/2021 - 06/30/2022)
Proposed Amendment No. 4 Three (3) years (07/01/2022 - 06/30/2025)
New Contract Time Eight (8) years (07/01/2017 - 06/30/2025)
PROJECT ESTIMATE
Original Contract Price $7,000,000.00
Amendment No. 1 3,500.000.00
Amendment No. 2 3,500,000.00
Amendment No. 3 3,500,000.00
Proposed Amendment No 4. 6,857,000.00
New Contract Total $24,357,000.00
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): Information Technology Enterprise Asset Management Systems
(883351)
Expense Type(s): Contract Services - Information Technology
(5910-883351.000-617400-WS7900)
Estimated Cost by Year and Related Estimating Variance: See table below.
Fiscal Year Amount
FY 2018 Budget $3,500,000.00
FY 2019 Budget 3,500,000.00
FY 2020 Budget 3,500,000.00
FY 2021 Budget 3,500,000.00
FY 2022 Budget 3,500,000.00
FY 2023 Budget 2,500,000.00
FY 2024 Financial Plan 2,550,000.00
FY 2025 Financial Plan 2,601,000.00
Financial Plan Forecast $ 25,151,000.00
Proposed Contract Amount $ 24,357,000.00
Variance (positive/ (negative) $ 794,000.00
COMMITTEE REVIEW
This item was presented to the Operations and Resources Committee at its meeting on May 11, 2022. 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.