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Home My WebLink About3/18/2015 - STAFF REPORTS - 2.F. Q pLM SA A. 4�Z c+ V N :R M1r .S °•route' c44 1 F°"''%P City Council Staff Report DATE: March 18, 2015 CONSENT CALENDAR SUBJECT: APPROVE THE COOPERATIVE PURCHASE OF MAINTENANCE EDGE ONLINE SOFTWARE SYSTEM FOR DEPARTMENT OF MAINTENANCE AND FACILITIES, FOR A TOTAL NOT TO EXCEED COST OF $45,000 INCLUSIVE OF ANNUAL LICENSE AND MAINTENANCE FOR 5 YEARS FROM: David Ready, City Manager BY: Department of Maintenance and Facilities SUMMARY: The Maintenance and Facilities Department is requesting City Council approval to purchase an online work order management system to streamline the customer service request process, including work order generation, completion status, project tracking, project reporting, and asset management. RECOMMENDATION: 1. Approve the purchase of the Maintenance Edge online software system and licenses from Facility Dude Inc., through the National Joint Powers Alliance ("NJPA") cooperative purchase agreement for a total not to exceed cost of $45,000 inclusive of the initial set-up, training, and license and maintenance fees for 5 years; and 2. Authorize the City Manager or his designee to execute all necessary documents. STAFF ANALYSIS: The Department of Maintenance and Facilities currently relies on e-mails, voice mail and other systems to issue service requests; there is no centralized system for assigning, tracking, and managing the maintenance of all of the various City facilities. Over the past several months, with the assistance from the City's Information Technology staff, the Maintenance and Facilities Department has evaluated several Computerized Maintenance Management System ("CMMS") software systems; the conclusion is that the Maintenance Edge online software system provides the tools and TF Vr NO. City Council Staff Report March 18, 2015-- Page 2 Maintenance Edge Online Software System solutions required by City staff to most efficiently coordinate and administer the volume of facility maintenance requests received and completed on an annual basis. The Maintenance Edge software system is a powerful service order tool that will allow staff to access service order data online anytime, anywhere, and from any computer including remotely via cell phone. The software enables requesters to submit and track the status of service requests online and automatically notifies requesters of updates via e-mail, and will generate simple yet detailed reports on service order status, costs, and more; and has the ability to automate daily, weekly, monthly, quarterly, and annual reports. The preventive maintenance (PM) scheduling part of the Maintenance Edge software system allows setup of recurring preventive maintenance activities such as, safety checkpoints, parts, materials, frequencies, and estimated/actual time information. This will allow for more efficient scheduling, tracking, and reporting on PM activities including tracking all scheduled maintenance, generating recurring maintenance schedules on a daily, weekly, monthly, quarterly or annual basis as necessary; and by tracking equipment information. There are several cities currently utilizing the Maintenance Edge software system, including the City of Commerce, the City of La Palma, and the City of Covina, to name a few. The Procurement & Contracting Manager worked closely with the Facilities and Maintenance Department to secure the cooperative purchase quotation from Facility Dude, Inc., for the Maintenance Edge software system through the National Joint Powers Alliance (NJPA). In accordance with the provisions of Section 7.01.030(8) of the Palm Springs Municipal Code authorizing the use of cooperative purchase agreements, staff is recommending award of this purchase to Facility Dude, Inc. ENVIRONMENTAL IMPACT: Section 15061(b)(3) of the California Environmental Quality Act ("CEQA") Guidelines exempts activities that are covered under the general rule that CEQA applies only to projects that have the potential to cause significant effects on the environment. Where it can be seen with certainty that there is no possibility the activity in question may have a significant effect upon the environment, the activity is not subject to CEQA. The requested action requests approval to acquire a computer software system to plan and administer the maintenance of City facilities, which in itself will not result in any new direct physical impacts to the environment. Therefore, the requested action is considered exempt from CEQA. FISCAL IMPACT: The total cost for the Maintenance Edge software system is estimated not to exceed $45,000 with costs identified as follows: 02 City Council Staff Report March 18, 2015 -- Page 3 Maintenance Edge Online Software System Year 1 (Initial Purchase): $12,137.37. Maintenance and License fees for years 2-5 will Year 2 (License Fee): $7,139.94 Year 3 (License Fee): $7,139.94 Year 4 (License Fee): $7,139.94 plus CPI adjustment Year 5 (License Fee): $7,139.94 plus CPI adjustment A copy of the quote for the Maintenance Edge software system is included as Attachment 1. Staff recommends that the City Council authorize the purchase at an amount not to exceed $45,000. Sufficient funding for this purchase and ongoing maintenance and license fees is available in the Facilities Maintenance Fund, Account No. 520-5641- 43240. SUBMITTED Prepared by: /V[ '� l.� t"f'� Marcus L. Fuller, MPA, P.E., P.L.S. Assistant City Manager/City Engineer Approved by: David H. Ready, City Manager Attachments: 1) Quote 03 ATTACHMENT 1 04 AFFORDABLE ONLINE TOOLSTO MANAGE YOUR FACILITIES. FACILITY DuDe. 2/12/2015 Pat Sweeney City Of Palm Springs 3200 E Tahquitz Canyon Way Palm Springs, CA 92262-6959 Dear Pat, Thank you for your interest in FacilityDude's affordable suite of powerful, easy-to-use online tools that allow you to save money, increase efficiency, and improve services. FacilityDude is dedicated to providing best in class solutions with unlimited training and support.Ask us about our other affordable online solutions that are built exclusively for organizations just like City Of Palm Springs. Pricing is based on the total square footage of your facilities and the acres of your grounds. Total Square Footage of Facilities: 450,000 Item Term Investment MaintenanceEdge First Year NJPA Pricing-$7,139.94 MaintenanceEdge—Quick Start One Time NJPA Pricing-$4,016.43 Dude University One Time $981.00 Tuition and Hotel for 1 Attendee $12,137.37 Total Initial Investment: *inclusive of 9%applicable sales tax and any fees The annual renewals inclusive of the 9%applicable sales tax and any fees are as follows: 2ntl Year: $7,139.94 3rdYear: $7,139.94 4th Year: $7,139.94 5th Year: $7,139.94 *Years 4-5 are subject to change based on the relevant CPI. *Sales Tax is based on the current 9%rate and are subject to change. National Joint Powers Alliance(NJPA) Contract#: 113011-SDI Ek 05 Terms of Service: • Proposal has been prepared for City Of Palm Springs. • Proposal is valid for 90 days. • Initial Term: 12 months • Automatic invoicing of annual fee will occur at the end of each term unless request for non- renewal is received in writing 30 days prior to renewal date. • Payment:Terms are net 30 days. • Applicable sales taxes are in addition to the quoted price. If City Of Palm Springs is tax exempt please email a copy of your Tax Exemption Certificate to accounting(Wacilitydude.com. • Please address purchase order to: FacilityDude.com, 11000 Regency Parkway Suite 200, Cary, NC 27518 • Training and startup assistance are available in an online format and through telephone support as indicated on our website. • Technical Support is available from 8am to 6pm EST. Please call (877)655-3833 for or email supoortt@facilitydude.com for technical support. • Subscription begins upon written acceptance of terms and conditions of the proposal. • Data Imports, project management, and onsite training are outside of the scope of this proposal and are available at an additional cast. • FacilityDude.com's Terms of Use are governed by our online terms of use statement available at: http://facilitvdude.com/privacy-terms-of-use/. Payment and Delivery Terms: • If within 60 days of order you are not completely satisfied, you can cancel your service for a full refund. • FacilityDude.com solutions are delivered forthe client to access within 24 hours of the order. Thanks again for your interest in utilizing our web-native solutions to integrate and more efficiently manage your operations. Please feel free to contact me with any questions at 919-674-8752 or by email at daniel.mccauley@facilitydude.com Sincerely, Daniel McCauley Associate Sales Rep Cell (919)410-2032 Office 919-674-8752 daniel.mccauley@facilitydude.com Fax 919-827-0693 imm �s