SR-20080422-1ACity Council Meeting: April 22, 2008
Agenda Item:
To: Mayor and City Council
From: Elaine Polachek, Director, Community Maintenance
Jory Wolf, Chief Information Officer, Information Systems
Subject: Contract for a Computerized Maintenance Management System
Recommended Action
Staff recommends that the City Council authorize the City Manager to negotiate and
execute a contract with Maintenance Connection, Inc. for implementation of a
computerized maintenance management system (CMMS) in an amount not to exceed
$447,840, with additional annual support contract renewal options in an amount not to
exceed $43,265 per year for 5 years.
Executive Summary
In an effort to provide better customer service to employees throughout the City, the
Maintenance Management Division has .undertaken a comprehensive study of the
functionality and design of a computerized maintenance management system to replace
the existing Access-based work order system. The existing system went into production
in 1998 and after a decade is no longer considered to be responsive to the City's needs.
Maintenance operations have outgrown the system's tracking and reporting capabilities
and the current work order system is not web-based. The new system will allow users
City-wide to submit work requests online, track (heir requests and be notified via email
when the status of their request changes. Maintenance Management, in conjunction
with the Information Systems Department, issued a Request for Proposals (RFP) to
solicit responses from CMMS software vendors. Five CMMS vendors responded with
proposed software solutions to meet the City's needs. Based on a comprehensive two-
stage review, Maintenance Connection, Inc. was selected as the best bidder. Funds
are available in the Facilities Management budget to support the implementation.
Discussion
The current work order system allows City staff to call or email their work requests to a
variety of different Maintenance Management staff. There is no system set up to notify
the requestor when changes in the status of their request occur due to software and
staffing limitations. Information is housed in an Access database and is only seen by
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Maintenance Management staff. Reports are generated concerning outstanding work
orders and costs at the request of other divisions.
The Internal .Services Employee Survey results showed that employees, while satisfied
with the level of service they received, were not completely satisfied with the uncertainty
as to the status of their work requests. Staff anticipates that implementing the
recommended software, accessible from any computer on the City's network, will
provide the following benefits:
• Institute a central point of contact for submission of Facilities Maintenance work
requests;
• The ability for City staff to submit work requests online;
• The ability for City staff to monitor the status of their work requests;
• The ability to identify "bottlenecks" in service delivery;
• Reduced division staff time devoted to data entry by eliminating duplicative work
requests;
• The ability to use new technologies (scan cards, wireless capability) to increase
data collection and assist in projects such as the Facility Renewal Program; and,
• Flexibility to expand the system to incorporate other maintenance sections such
as Pier, Airport and Beach maintenance in FY2008/09.
The RFP was issued in October, 2007 and was sent to 8 vendors, posted on the City's
on-line bidding system, PlanetBids, and advertised in the Santa Monica Daily Press.
Contractor Selection
Five proposals were submitted in response to the RFP. An initial review was conducted
by City staff. The top four respondents were invited to provide demonstrations of their
product to an evaluation committee comprised of staff from. the Community
Maintenance and Information Systems Departments. As part of the evaluation process,
respondents demonstrated the workflow of a typical work order, from conception to
completion. References for each firm were contacted and interviewed. Based on the
bid packages, demonstrations and references, the evaluation committee recommends
Maintenance Connection, Inc. to be the best bidder for the following:
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• Capability of the software product to meet the data collection and reporting
needs of the City and to dramatically improve the ability to manage, track and
report on work orders and projects in the Community Maintenance Department;
• Capacity of the software product to be customized to ensure that staff members
are able to use the system in the most efficient ways possible and in a manner
that reflects City policies and business processes;
• Submission of a detailed and comprehensive start-up plan;
• Best functionality at the most competitive. price; Project costs ranged from
$331,417 to $652,785; Although Maintenance Connection was the second
lowest bidder, their system scored significantly higher than the lowest bidder in
its ability to meet the City's requirements; and
• The character, integrity, reputation, judgment, training, experience and efficiency
of the firm and information gathered from the RFP and through reference
checks.
Financial Impacts & Budget Actions
The cost for software licensing, installation, training, and disaster recovery will not
exceed $447,840 in the first year. Funds are available at accouht 0020066.589000 for
the Computerized Maintenance Management System. Annual maintenance of $43,265
for future years will be requested in the FY2009-10 budget process for Council's
approval
Prepared by:
Ryan Kraemer, Senior Administrative Analyst
Approved:
~o~ Spay U/~~
Jory Wolf
Chief Information Officer, Information
Systems
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Approved:
Elaine Polachek
Director, Community Maintenance
Forwarded to CounciL•
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P. L ont Ewell
Manager
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Reference Contract
No. 8919 (CCS).