2013 2:00:00 PM

Monday, September 9, 2013 2:00 PM
City Council Chambers, Legislative Building, 745 Fourth St, Sparks, NV

Consent Items: 5.4

Title: Consideration and possible award of a proposal to purchase MaintStar Maintenance Management software system upgrades and training from MaintStar Inc., in the amount of $135,500.

Petitioner/Presenter: John Martini, P.E., Assistant Community Services Director/Andrew Simpson, GISP, Systems Analyst I

Recommendation: Staff recommends that the City Council approve the proposal to purchase MaintStar software upgrades and training in the amount of $135,500.

Financial Impact: $135,500 (for Phases II, III & IV ) in Sanitary Sewer Operations Fund 1630. $200,000 was approved for Project 14-6505, MaintStar Sanitary Sewer GIS Module Implementation in the FY14 CIP and $200,000 of budget authority is currently available.

Total Costs: $135,500.00

Fund: Sanitary Sewer Operations Fund Account: 603242
Program: Mainstar Sanitary Sewer GIS Module Implementation (14-6505)
Amount: $135,500.00 Budget Status: Budget Exists

Business Impact (Per NRS 237):
A Business Impact Statement is not required because this is not a rule.

Agenda Item Brief: Possible acceptance and possible award of a proposal for MaintStar Maintenance Management software system upgrades and training in the amount of $135,500. Staff anticipates that the proposed system upgrades and training will provide better tracking of information pertaining to public infrastructure such as streets, parks, sewer and storm systems, potable water, signs, bridges, paving, and facilities. Staff recommends approval.

Background: Since 1992, the City of Sparks has utilized the core MaintStar software product to organize and plan for daily maintenance functions within the City. In addition to the “Work Order” and “Work Planning” portions of the core software system, MaintStar provides a specialized suite of individual modules each specifically designed for the purpose of providing a way to more intelligently manage assets, resources and typical maintenance functions. These modules will allow for integration of the MaintStar database with several of the City’s existing business databases. For example, the sewer and storm drain modules will allow for integration with the City’s Enterprise GIS Database. The Enterprise GIS Database contains the accurate locational information as well as the infrastructure details for several of the city’s maintained facilities. Essentially, the GIS database is used to track assets and facilities, however, it does not currently communicate with the maintenance system used to manage the City of Sparks Maintenance workforce. Staff strongly believes that both the maintenance management system and the GIS database have developed or matured to a point at which both databases, if integrated correctly could bring significant value to the City of Sparks. Staff also believes that the proposed system upgrades will provide for more efficient and accurate scheduling of maintenance work which will improve cost accounting and potentially could save the City of Sparks a significant amount of money. Additionally, staff understands that these additional modules will bring a level of functionality and added value in logging and tracking work orders tied to specific pieces of infrastructure. These logged work orders will provide a record of business activity or work performed for a given piece of public infrastructure that can then later be accessed for budget planning purposes, long range CIP planning and in the event of legal proceedings.

Analysis: The suite of additional software modules along with the full implementation of the “Work Order” portion of the existing MaintStar software system and integration with the City’s Enterprise GIS database will ultimately allow for better tracking of information pertaining to individual infrastructure or assets such as streets, parks, sewer systems, potable water, signs, bridges, paving, facilities, projects and more. Specifically, this proposal consists of purchasing the MaintStar Storm Water, Sewer and GIS Modules as well as training and support for implementation of the existing “Work Order” portion of the Maintenance Management software system. Staff believes that these software modules and system upgrades will have tremendous benefits on how future maintenance work at the City of Sparks is performed, planned for, managed and budgeted. The proposed MaintStar Management System upgrades and training will be a paradigm shift in maintenance operations and will help to modernize the current maintenance workforce. The proposal provided by MaintStar, Inc. has been reviewed by staff and meets the project requirements. Staff anticipates that the proposed software upgrades and training will be completed in approximately 6-9 months. Staff recommends approval.

Alternatives: 1. City Council could award the MaintStar Maintenance Management software system upgrades and training, as outlined by Staff. 2. City Council could reject the MaintStar Maintenance Management software system upgrades and training and provide direction to the City Manager.

Recommended Motion: I move to approve the proposal to purchase MaintStar Maintenance Management software system software upgrades and training in the amount of $135,500.

Attached Files:

Staff_Report_Attachments.pdf

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