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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 1 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: 2 • 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 3 Approved: Elaine Polachek Director, Community Maintenance Forwarded to CounciL• ~' ~~~~~ ,; P. L ont Ewell Manager 4 Reference Contract No. 8919 (CCS).