HomeMy WebLinkAbout2000-03-14; City Council; 15651; Maintenance Management System For FacilitiesCl-l OF CARLSBAD - AGENDA L ..,L w
iB# /q 6 s/ TITLE.
x+HORlZATlON TO ADVERTISE FOR BIDS TO PROVIDE
ATG. 3/l 4/00 A COMPUTERIZED MAINTENANCE MANAGEMENT SYSTEM
FOR FACILITIES MAINTENANCE IEPT. PWlGS CONTRACT NO. FACOO-01
RECOMMENDED ACTION:
Adopt Resolution No. dOO0 - p/ approving contract documents, scope-of-work and
specifications, and authorizing the City Clerk to advertise for bids to provide a Computerized
Maintenance Management System (CMMS) for Facilities Maintenance Contract No. FACOO-01.
ITEM EXPLANATION:
Implementation of a Computerized Maintenance Management System (CMMS) for Facilities
Maintenance is needed to improve customer service to the occupants and users of City facilities,
improve reliability via preventative maintenance, reduce costs, and provide factual information for
future capital planning.
Currently, staff uses a manual work order system that process approximately 100 requests for
maintenance work per month. Work requests are initiated via either a Work Order form, which
originates from the requester (usually larger projects), or via a Request for Action, which originates
from a verbal request or telephone call from the requester. Each request goes through a work flow
process that is proven to be very inefficient, time consuming, and provides satisfactory customer
service. The CMMS described below will greatly improve customer services for facility
maintenance.
The CMMS, consisting of a new computer software system, will operate on the existing computer
network and workstations, and reside on a server computer located at the Facilities Division offices
and connected to the City’s Wide Area Network. The new system will expedite the request process
by creating an e-mail link to the CMMS, which clients can use to submit requests. The system will
be capable of capturing the data from the e-mail request and copying it directly into a system work
request/work order. This will expedite the request entry process, and eliminate clerical time to
enter the requests manually.
The Request for Action forms will be eliminated and the CMMS will standardize all requests on the
Work Order forms. This will immediately improve the tracking of work, and condense the work flow
into one consistent process. Once the request is accepted and entered into the system as a work
order, the system will generate a reply to the sender, via e-mail, notifying staff that his/her request
has been processed into the system. This will promote good “customer relations” by providing the
clients with acknowledgment of their request.
Finally, the CMMS will have the capability to generate a “work order report” to the e-mail address of
the client, on demand. This will enable a supervisor or clerk to easily send a copy of the work order
to the client, indicating the status of a work order, date to be completed, awaiting delivery of parts,
completed, etc.
The City’s Information Systems staff has reviewed and approved the contract documents, scope-of-
work and specifications for the CMMS. The CMMS contract documents, scope-of-work and
specifications are on file in the Public Works/General Services office.
This project will address the Council Goals as described below.
Strategic Goal A: “Ensure the effective and efficient delivery of top-quality services to our
community.”
I
.
Operational Goal K!: “Continuously improve work processes through the use of best
technology, information-sharing, effective cross-departmental
teams, and all City resources.”
This project is also one of the Goals for Public Works/General Services. This specific Goal is
described as follows:
“Coordinate and assist in the implementation of a Maintenance Management Program for
Fleet, Facilities and Parks in collaboration with Information Systems and other Public Works
divisions which tracks work orders, employee productivity, budget process, inventory and provides
scheduled maintenance programming.”
FISCAL IMPACT:
The estimated cost for this project is $50,000. The expenditure breakdown for this project is as
follows:
0 Purchase of CMMS software package:
0 Contractual services from the software vendor for implementation
assistance, training and support:
0 Contractual services from a systems consultant to plan
orchestrate, and facilitate the implementation of the system
and provide quality assurance:
0 Contingencies:
Total:
On February 8, 2000, Council approved appropriating $50,000 from the General Fund to implement
this new computer system. Procuring and Installing the software, as well as training of the system
should begin in April. Staff is anticipating that this system will be fully operated by July 1, 2000.
EXHIBITS:
1. Resolution No.d@b- 21 approving contract documents, scope-of-work and specifications,
and authorizing the City Clerk to advertise for bids to provide a Computerized Maintenance
Management System (CMMS) for Facilities Maintenance Contract No. FACOO-01.
1
2
3
4
5
6
7
a
9
10
11
12
13
14
15
16
17
ia
19
20
21
22
23
24
25
26
27
28
RESOLUTION NO. 2000-81
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD,
CALIFORNIA, APPROVING CONTRACT DOCUMENTS, SCOPE-OF-WORK
AND SPECIFICATIONS AND AUTHORIZING THE CITY CLERK TO ADVERTISE
FOR BIDS TO PROVIDE A COMPUTERIZED MAINTENANCE MANAGEMENT
SYSTEM FOR FACILITIES MAINTENANCE CONTACT NO. FACOO-01
WHEREAS, the contract documents, scope-of-work and specifications for the
implementation of a Computerized Maintenance Management System (CMMS) for Facilities
Maintenance, Contract No. FACOO-01 have been prepared and are on file in the Public
Works/General Services and are incorporated by reference herein; and
WHEREAS, sufficient funds are available for this project in the, General Fund budget.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad,
California, as follows:
1. That the above recitations are true and correct.
2. That the contract documents, special provisions and specifications on file are
hereby approved.
3. That the City Clerk of the City of Carlsbad is hereby authorized and directed to
proceed to publish, in accordance with law, Notice Inviting Bids for the work of said contract
documents, special provisions and specifications.
PASSED, APPROVED AND ADOPTED at a regular meeting of the Carlsbad City Council
held on the 14th day of MARCH 1 2000 by the following vote, to wit:
AYES: Council Members Lewis, Hall, Finnila, Nygaard, Kulchin
NOES: None
4
(SEAL)