HomeMy WebLinkAbout2001-04-03; City Council; 16136; Computerized System For Facilities MaintenanceAW 16,136
MTG. 4/3/01
DEPT. PW/GS
CITY OF CARLSBAD - AGENDA BILL
TITLE:
ACCEPTANCE OF A COMPUTERIZED MAINTENANCE MANAGEMENT SYSTEM FOR FACILITIES
MAINTENANCE-CONTRACT NO. FAC 00-01
RECOMMENDED ACTION:
Adopt Resolution No.J@ / - 9 r accepting the work in accordance with Contract
No. FACOO-01 as complete, and direct the City Clerk to have the Notice of
Completion recorded and to release the bonds thirty five (35) days after recordation.
ITEM EXPLANATION:
On August 8, 2000, the City Council awarded a contract to Bender Engineering, Inc.
for $50,000. Contract No. FACOO-01 is for the purchasing, data collecting,
installation and training of a Computerized Maintenance Management System
(CMMS). The new computer software system will greatly improve customer services
for Facility Maintenance. The CMMS will expedite the work order request process by
creating a web interface link to the system, which clients can use to submit requests.
The new CMMS will be capable of capturing the data from the web interface request and copy it directly into a system work order. This will expedite the request entry
process, and eliminate clerical time to enter the requests manually.
The new system 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 CMMS will generate a reply to the sender, via e-mail, notifying staff
that his/her request has been processed. 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
web interlink address of the client, on demand. This will. enable a supervisor or
clerical staff to easily send a copy of the work order to the client, indicating the
status, date to be completed, awaiting delivery parts, completed, etc. The system will
also enable staff to track work orders by facility, trade, and various accounts. It will
give staff the ability to generate various reports on the work completed as well as
provide schedules for maintenance activities required.
There were no change orders that increased the contract amount. It took a total of
six months for Bender Engineering to complete this project. A considerable amount
of time was needed to collect and enter data into the system (i.e. inventory parts,
coding system, preventive maintenance schedule, etc.). This project is now
complete and the work performed by Bender is acceptable to staff.
This project will address the Council Goals as described below:
PAGE 2 OF AGENDA BILL NO. Id! 136
Strategic Goal A: “Ensure the effective and efficient delivery of top-
quality services to our community.”
Operational Goal A2: “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 or Fleet and Facilities in collaboration with Information Technology, which
tracks work orders, employee productivity, budget process, inventory and provides
scheduled maintenance programming.”
FISCAL IMPACT:
Funding for this project is appropriated in the Facilities Maintenance Operating
Budget.
EXHIBITS:
1. Resolution No. a00 1 - 9 r accepting the work in accordance with
Contract No. FACOO-01 as complete, and direct the City Clerk to have the
Notice of Completion recorded and to release the bonds thirty five (35) days
after recordation.
2. Notice of Completion.
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RESOLUTION NO. 2001-98
I A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD,
CALIFORNIA, ACCEPTING THE WORK AS COMPLETE AND
DIRECTING THE RECORDATION OF THE NOTICE OF COMPLETION
FOR A COMPUTERIZED MAINTENANCE MANAGEMENT SYSTEM FOR
FACILITIES MAINTENANCE
WHEREAS, the City Council of the City of Carlsbad has previously appropriated funds for
a Computerized Maintenance Management System for Facilities Maintenance, hereinafter
referred to as the “Project;” and
WHEREAS, the City Council has previously awarded a contract for the project; and
WHEREAS, the Project work has been satisfactory completed; and
WHEREAS, a Notice of Completion has been prepared for the Project; and
WHEREAS, the City Council hereby finds it necessary, desirable, and in the public interest
to accept the completed work for a Computerized Maintenance Management System for Facilities
Maintenance.
NOW, THEREFORE, BE IT RESOLVED, by the City Council of the City of Carlsbad as
follows:
1. That the above recitations are true and correct.
II
1 2. That the completed work is hereby accepted and the City Clerk is directed to record
2 the Notice of Completion and to release the bonds thirty-five days after recordation for said
3 Project.
4 PASSED, APPROVED AND ADOPTED at a regular meeting of the City Council of the City
5 of Carlsbad held &he 3rd dayof ADril , 2001 by the following vote, to
6 witt:
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8 AYES: Council Members Lewis, Kulchin, Finnila, Nygaard and Hall.
NOES: None.
ABSENT: None.
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WRRAINEP. WOOD, City Clerk r
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(SEAL)
Recording requested by:
CITY OF CARLSBAD
When recorded mail to:
City Clerk
City of Carlsbad
1200 Car&bad Village Drive
Carlsbad CA 92008
5445 DOC # 2001-0221301
fws! III 2001 II:27 #WI
aFICIIy IEm WI DIEGO CouHlY REUIRDER’S ilFFIcE
NOTICE OF COMPLETION
Notice is hereby given that:
1. The undersigned is owner of interest or estate stated below in the property hereinafter
described.
2. The full name of the undersigned is City of Carlsbad, a municipal corporation.
3. The full address of the undersigned is 1200 Carlsbad Village Drive, Carlsbad, California
92008.
4. The nature of the title of the undersigned is: In fee. 5. A work of improvement on the property hereinafter described was completed on February
22,200l
6. The name of the contractor, if any, for such work of improvement is Bender Engineering, Inc. 7. The property on which said work of improvement was completed is in the City of Carlsbad,
County of San Diego, State of California, and is described as follows:
A Computerized Maintenance Management System for Facilities Maintenance -
Contract No. FACOO-01
8. The street address of said property is:
405 Oak Avenue, Carlsbad, California 92008
Public W%ks Manager/General Services
‘I, the undersigned say:
VERIFICATION OF CITY CLERK
I am the City Clerk of the City of Carlsbad, 1200 Carlsbad Village Drive, Carlsbad CA 92008;
the City Council of said City on April 3 2001 accepted the above work as
completed and ordered that a Notice of Completion be Ifiled.
I declare under penalty of perjury that the foregoing is true and correct.
Executed on April 4 , 2001 at Carlsbad, California
CITY OF CARLSBAD