SUBJECT: AGREEMENT FOR A COMPUTERIZED MAINTENANCE MANAGEMENT SYSTEM

RECOMMENDATION

Adoption of a resolution authorizing the Director of General Services to execute an agreement for the purchase, installation and training for a Computerized Maintenance Management System (CMMS) with Datastream in the amount of $400,170.00.

BACKGROUND

The General Services Department/Building Management and Parks Maintenance Divisions requested the purchase of a CMMS to integrate the existing Building Management and Parks Maintenance Management Systems into one comprehensive inventory and work management system. The existing systems are inefficient and unstable and do not efficiently support the “Investing in Results” (IiR) efforts of the Department.

Cost proposals were opened to complete the evaluation and each proposal exceeded the budgeted amount for the project. As a result, on April 24, 2001, City Council approved rejection of all bids and authorized General Services to negotiate on the open market for a CMMS.

ANALYSIS

The basic elements of a CMMS software program are the ability to inventory assets, maintain condition assessment of those assets, provide identification and definition of the required maintenance tasks for each asset, provide resource management (labor, equipment, and funding) and the ability to build a maintenance history of each element in the inventory. From these elements, planning, scheduling, and review of work may be performed to increase productivity and measure work effectiveness. Through this effort, meaningful performance data will be generated to support data-driven decisions and sustain the Department's IiR efforts.

City staff engaged four vendors to participate in the open market process. Meetings were held with the vendors to discuss the process, review the Department’s maintenance operations needs, the basic elements of a CMMS, verify the ability of the vendor's software to meet the needs of the department, as well as other maintenance departments, outline communication needs of the software with client departments (including the Call Center), and initiate any cost saving items and establish time lines to meet the City’s schedule.

The goal of the Department's CMMS is to provide a means of scheduling, budgeting for, and coordinating the infrastructure maintenance activities of the department. Based upon our discussions, staff has determined that Datastream has the ability to deliver the software program and professional services necessary to meet the needs of the Department at a total cost of $400,170.00.

PUBLIC OUTREACH

N/A

COORDINATION

This memorandum has been coordinated with the City Attorney’s Office, Budget Office and the Information Technology Department.

BUDGET REFERENCE

Fund and Amount: Construction/Conveyance Tax:

Fire Fund – 392 $ 25,000

Library Fund – 393 $ 25,000

Parks Central Fund – 390 $175,000

Service Yards Fund – 395 $330,000

Budget Document: 2000-01 Adopted Capital Budget, pages 152, 181, 389, 603, 609

FRANCIS B. MCVEY

Acting Director, General Services Department