SR-102285-6GSES :ICR:me
Council Meeting: October 22, 1985 Santa Monica, California
T0: Mayor and City Council
FROM: City Staff
SUBJECT: Selection of a Consultant to Provide an Automated
Fleet Maintenance Management System
Introduction
This report requests the City Council to authorize the City
Manager to execute a contract with Uniforce of Princeton, New
Jersey, to provide the City with an automated vehicle fleet
maintenance management system.
Background
During the 1985-86 budget sessions, the City Council budgeted
$30,000 for an automated vehicle maintenance management system.In
addition, $15,000 was budgeted to continue a vehicle maintenance
data reporting service pending installation of the new automated
system.
The purpose of the automated vehicle maintenance management
system is to provide a means of tracking maintenance work
requests, noting backlogs, completion dates, work priorities and
in-commission rates. With this information, staff can schedule
work on a reasonable and timely basis. In addition, knowledge of
actual labor productivity capability can be tracked in order to
increase productivity and provide more realiable and accurate
scheduling of work. The maintenance system will also allow
labor, material and equipment costs to be accumulated on each
vehicle resulting in accurate, timely maintenance cost data.
QCT 2 2 1985
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SES :KR:me
Council Meeting: October 22, 1985 Santa Monica, California
Staff mailed requests for proposals (RFP) to 7 contractors. The
RFP requested the contractors to submit proposals based on
provisions for the following services:
1. Evaluation of selected maintenance operations;
2. Recommendations for an automated maintenance management
system;
3. Detailed implementation plans for the recommended system;
4. System implementation; and
5. System maintenance services.
Seven proposals were returned to staff during July, 1985.
To aid in the selection process, staff contracted with Douglas
Fielding of Locke Systems. Mr. Fielding is an expert in the area
of automated systems and has many years experience in selecting
such systems. Mr. Fielding sat as a member of the selection
committee during the review process with Neil Miller, Assistant
Director of General Services; Ken Redfern, Maintenance Manager;
Bob Miller, Fleet Maintenance Superintendent and Ken Phillips,
Information Systems Director. The review process consisted of a
short presentation by the four finalists and then a question and
answer session designed so that staff could clarify and amplify
information in the RFPs. Over the weeks following the review
process, two members of staff viewed a working system installed
by each of the top two finalists.
It is the selection committee's opinion that Uniforce best meets
the needs of the City. Uniforce software has been used by
various municipal governments such as Phoenix, Arizona. Uniforce
is headquartered in Princeton, New Jersey.
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SES :KR:me
Council Meeting: October 22, 1985 Santa Monica, California
Budget/Financial Analysis
Funds in the amount of $35,828 are available to fund this system
in General Services Account Numbers 01-500-461-000-501 and
O1-500-461-000-506.
Recommendations
It is recommended that the City Council authori2e the City
Manager to execute a contract with Uniforce in an amount not to
exceed $35,828 for the provision of a vehicle maintenance
management system.
Prepared by: Stanley E. Scholl, Director of General Services
Kenneth F. Redfern, Maintenance Manager
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Reference Contract
No. 4595 (CCS).