2015 2:00:00 PM

Monday, June 8, 2015 2:00 PM
Council Chambers, Legislative Bldg, 745 4th St., Sparks

Consent Items: 8.2

Title: Consideration and possible approval of a contract in the amount of $175,562.50 with eRPortal Software Group, LLC for Computerized Maintenance Management System (CMMS)/Asset Management software and annual license agreement for the Truckee Meadows Water Reclamation Facility (TMWRF).

Petitioner/Presenter: Neil C. Krutz, P.E. – Deputy City Manager/Michael Drinkwater – Plant Manager / Kim Laber – TMWRF Maintenance Manager

Recommendation: Staff recommends City Council approve the contract between the City of Sparks and eRPortal Software Group, LLC in the amount of $175,562.50 for new Computerized Maintenance Management System (CMMS)/Asset management software.

Financial Impact: There is no impact to the General Fund. There remains $408,500.00 in appropriations for this planned capital replacement in the TMWRF operating budget for Fiscal Year 2014-2015, approved by the Joint Coordinating Committee (JCC) on April 2, 2014. Up to $158,575.00, including $20,000.00 of contingency will be charged to TMWRF, Fund 5605, Account 604176, Intangible- Software Development using Program 131500, TMWRF Administration. The remaining $16,987.50 for annual maintenance and support will post to 603055, Software and Updates also using Program 131500, TMWRF Administration. Following quarterly reconciliation of TMWRF’s operating expenses between the Cities of Sparks and Reno, affecting both Sanitary Sewer Operations Fund (1630) and the Sanitary Sewer Capital Project Fund (1631), Sparks expects a reimbursement from the City of Reno for the capital acquisition based on the current ownership of TMWRF as outlined in Attachment 1, Table 1 and supported in the inter-local agreement for the operations of the facility. The annual maintenance and support will be split between the two Cities based on actual flow splits provided by ADS Environmental. The flow split for the quarter ending March 31, 2015, Fiscal Year 2014-2015, was 34.09% / 65.91% for the Cities of Sparks and Reno respectively and the approximate split is outlined in Attachment 1, Table 2.

Total Costs: $175,562.50

Fund: Joint Treatment Plant Account: 604176
Program: TMWRF Administration (131500)
Amount: $175,562.50 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:

City staff is asking the City Council to approve a contract with eRPortal Software Group, LLC in the amount of $175,562.50 for Computerized Maintenance Management System (CMMS)/Asset Management software located at the Truckee Meadows Water Reclamation Facility. This asset management program was selected after reviewing seven submittals and holding four on-site interviews of potential vendors.

Background:

The Truckee Meadows Water Reclamation Facility (TMWRF) has been utilizing a work order and preventative maintenance (PM) program that was developed and programed in 1997 by the TMWRF Information Technology department. The platform that the program was built on was Microsoft Visual Foxpro which was discontinued in 2007. This program is primarily responsible for tracking the work that has been performed on the major equipment at the facility. This includes repairs, inventory used, time spent on corrective and PM functions, past history and technical manuals needed for maintenance and repairs.

This program is vital for maintaining the equipment and machinery needed to process the wastewater generated by the Truckee Meadows basin. Failure of major equipment located at TMWRF could potentially put the plant at risk for not meeting the NDEP discharge permit.

Analysis:

Alternatives:

The Truckee Meadows Water Reclamation Facility (TMWRF) used the Request for Proposal (RFP) process to select the new software for the new CMMS/Asset Management program. TMWRF received six proposals for the software. Proposals were received from Allmax, eRPortal, Maintenance Connection, Mainstar, Schneider Electric Avantis, Schneider Electric Avantis Rust Automation and Xybion-IBM-Maximo. These proposals were rated by TMWRF staff on their ability to meet TMWRF’S minimum required specifications for the CMMS/Asset Management program. Four companies meeting the minimum specifications were invited back to present and demonstrate their CMMS/Asset Management software to TMWRF staff. The four firms were scored on the following criteria:

Interview Response to Demo Questions -Ability to clearly demonstrate the tasks given in the agenda and explain the methods utilized to complete the tasks.
Product Quality – Overall system functionality, ease of use, necessary functions available and clearly demonstrated, ability to demonstrate product use
Overall Capability and Response – Overall confidence in working with this vendor, capable of meeting TMWRF’s needs including cost control, dedication to this project, software capabilities.

TMWRF staff was unanimous in selecting eRPortal Software Group, LLC as the most capable and responsive CMMS/Asset Management software program which would best meet the needs of TMWRF. This project is supportive of the City of Sparks’ Strategic Goal 3.4,”Complete a citywide asset management inventory by FY20”. Upon approval, the program would be implemented and the City would enter into a software license agreement, renewable in 1-year increments at the City’s request. The annual license fee for the erPortal system is $16,987.50. The license agreement allows for continued technical support and product updates without additional cost. If cancelled, the City would retain the right to continue to use the purchased software.

Recommended Motion:

I move to approve the contract to eRPortal Software Group, LLC in the amount of $175,562.50 for CMMS/Asset Management software located at the Truckee Meadows Water Reclamation Facility.

Attached Files:

Attachment 1.pdf

eRPortal Quote for Truckee Meadows.pdf

eRPortalLicense Agreement_per TrMW revised.pdf

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