REPORT TO COUNCIL
SUBJECT
Title
Action to Authorize the City Manager to Negotiate and Execute Agreements and Purchase Orders with CMMS Data Group, Inc. (CDG) for MVP Plan Computerized Maintenance Management Software Related to Silicon Valley Power Operations
Report
COUNCIL PILLAR
Deliver and Enhance High Quality Efficient Services and Infrastructure
BACKGROUND
The City of Santa Clara's electric utility, Silicon Valley Power (SVP), relies on a Computerized Maintenance Management Software (CMMS) called MVP Plant, provided by CMMS Data Group, Inc. (CDG), to support its operations. MVP Plant helps SVP manage its teams, assets, inventory, workflow, compliance, and other maintenance activities.
Currently, the system tracks over 22,000 parts, and in 2024, more than 1,700 work orders were entered and completed using the system.
Since implementation in 2018, SVP has paid approximately $212,000 for licenses, support, and maintenance services for MVP Plant. Pursuant to Section 2.105.300 of the Santa Clara City Code (City Code), the City Manager is authorized to execute purchase orders and agreements on behalf of the City in amounts up to $250,000. As total expenditures for MVP Plant are projected to exceed this threshold, staff is seeking City Council authorization to continue the use and support of the system.
DISCUSSION
The MVP Plant is a critical system for SVP's day-to-day operations. To ensure continued use and support of the CMMS, staff is seeking authorization for the City Manager to issue purchase orders or, where appropriate, negotiate and execute agreements with CDG for licenses, support, and maintenance services through December 31, 2031. The City has historically issued purchase orders for this annual software support and maintenance but, if special services are required, it may be more appropriate to negotiate and execute an agreement.
This recommendation is made pursuant to Section 2.105.280(b)(2) of the City Code, which exempts purchases from comp...
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