Template revised September 22, 2016 COMMISSION AGENDA MEMORANDUM Item No. CTION ITEM March 28, 2017 Contract amount 1,600,000 ACTION REQUESTED EXECUTIVE SUMMARY ��COMMISSION AGENDA Action Item No. Page of Template revised September 22, 2016 ; format updates October 19, 2016 The project manager will coordinate with the small business team to maximize small business participation, as part of the selection criteria. PROJECT SCOPE OF WORK AND SCHEDULE Maximo consulting service s consist of functional resources for project management, requirements analysis, configuration, and testing, and technical resources for development. Planned projects include streamlining procurement, delivery, work order update, and material request proce sses; supporting new processes for janitorial requests, operations inspections, and leave requests; additional dashboards; and map integration. Service directives will be written with stipulated not exceed amounts and will identify the scope of service s. The contract will have a duration of five years; however, because there is a five year ordering period, the contract duration may be extended to allow for work initiated during the contract ordering period to be fully implemented. Each service directive will specify the specific scope, duration, and schedule associated with the work. ALTERNATIVES AND IMPLICATIONS CONSIDERED Alternative 1 Prepare separate procurement each time Maximo consulting services are required. Cost Implications: $50,000 $100,000 Pros: (1) Separate procurements may allow you to more precisely fit requirements for specific projects to a consultant. Cons: (1) This alternative would require more procurement processes, add time to projects, and increase administrative costs in order to hire consultants for each project. This is not the recommended alternative Alternative 2 Prepare a single procurement to contract with a Maximo consultant provider for needs as they arise. Cost Implications: $10,000 Pros: (1) This alternative would mini mize the number of procurement processes necessary for timely completion of projects. ��COMMISSION AGENDA Action Item No. Page of Template revised September 22, 2016 ; format updates October 19, 2016 Cons: (1) Use of this IDIQ contract may not be appropriate for a future project requiring a specialized solution. This is the recommended alternative. FINANCIAL IMPLICATIONS The total estimated project services will not exceed $1,600,000. No work is guaranteed to the consultants and the Port is not obligated to pay the consultant until a service directive is executed. After receiving authorization for each proje ct in accordance with Port policy, the actual work will be fully defined and the Port will issue individual project specific service directives. ATTACHMENTS TO THIS REQUEST None PREVIOUS COMMISSION ACTIONS OR BRIEFINGS None