Sparks City Council Meeting 6/8/2015 2:00:00 PM

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

Consent Items: 8.3

Title: Consideration and possible approval of a contract in the amount of $71,700.00 with Farr West Engineering for engineering support in implementing a Computerized Maintenance Management System/Asset Management system at 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 Farr West Engineering in the amount of $71,700.00 for engineering support in implementing a Computerized Maintenance Management System (CMMS)/Asset management program at TMWRF.
Financial Impact: There is no impact to the General Fund. There remains $249,925.00 in appropriations for the support of 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. Expenses will be charged to TMWRF, Fund 5605, Account 604176, Intangible- Software Development using Program 131500, TMWRF Administration. Following quarterly reconciliation of TMWRF’s operating expenses between the Cities of Sparks and Reno, affecting the Sanitary Sewer Capital Project Fund (1631), Sparks expects a reimbursement from the City of Reno based on the current ownership of TMWRF as outlined in Attachment 1 and supported in the inter-local agreement for the operations of the facility.
Total Costs: $71,700.00
Fund: Joint Treatment Plant    Account: 604176
Program: TMWRF Administration (131500)
Amount: $71,700.00    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:

City staff is asking the City Council to approve a contract with Farr West Engineering in the amount of $71,700.00 for engineering support in implementing a Computerized Maintenance Management System (CMMS)/Asset Management system located at the Truckee Meadows Water Reclamation Facility.



Background:

The Truckee Meadows Water Reclamation Facility (TMWRF) has been utilizing a work order and preventative maintenance program (TMWRF Information Management System - TIMS) 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.

TMWRF will be installing a new CMMS/Asset Management Program by eRPortal beginning in early July 2015. Additional engineering support is required to transition from the current TIMS program to the new eRPortal system.



Analysis:

The existing TIMS CMMS/Asset Management program is obsolete and on the verge of failing. In addition, critical information that is needed for the new eRPortal CMMS/Asset Management Program is not currently tracked or available in the current system.   Additional engineering support is needed to fully implement the new CMMS/Asset Management Program. Farr West’s scope of work will include the following tasks:

  1. Asset Management Planning – assist TMWRF staff in defining initial implementation goals and expectations as well as defining long term goals
  2. eRPortal Implementation – Facilitating webinar meetings with eRPortal, monitoring execution of tasks and  follow up of assignments
  3. Project Management – overall project management and client coordination efforts.  

The proposed scope is on a time and materials basis and can be reduced or discontinued by City staff as the project warrants.  This work is supportive of the City of Sparks’ Strategic Goal 3.4 “Complete a citywide asset management inventory by FY20”.



Alternatives:

Council could direct the manager to provide other alternatives.



Recommended Motion:

I move to approve the contract to Farr West Engineering in the amount of $71,700.00 for CMMS/Asset Management engineering support located at the Truckee Meadows Water Reclamation Facility.



Attached Files:
     Attachment 1.pdf
     TMWRF_CMMS-AM_Implementation_SOW_5-15-15.pdf
     Farr West Contract-CMMS Implementation.pdf
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