2021 2:00:00 PM

Meeting Link: https://zoom.us/j/96755683197
Meeting Dial-in #: 1-669-900-6833 Meeting ID: 967 5568 3197

General Business: 9.9

Title: Consideration, discussion, and possible approval of an expenditure of $72,000.00 to purchase a software upgrade, annual support, data conversion, and onsite setup and training from MaintStar for the City of Sparks Public Works asset and work tracking system.

Petitioner/Presenter: John Martini, PE., Assistant City Manager/Ron Korman, Public Works Manager

Recommendation: Staff recommends that Council approves of the expenditure of $72,000 to purchase software and expenses related to upgrading the Public Works work tracking program.

Financial Impact: An upgrade to the City’s Public Works work tracking program in the amount of $72,000. $72,120 was approved for this project and is divided between several funds that all share use of this program. $72,120 of budget authority is currently available.

Total Costs: $72,120.00

Fund: General Fund Account: 603242
Program: Facility Maintenance (130525)
Amount: $3,606.00 Budget Status: Budget Exists

Fund: General Fund Account: 603242
Program: Parks Maintenance (130520)
Amount: $3,606.00 Budget Status: Budget Exists

Fund: General Fund Account: 603242
Program: Street Maintenance (130515)
Amount: $3,606.00 Budget Status: Budget Exists

Fund: General Fund Account: 603242
Program: Maintenance Administration (130500)
Amount: $3,606.00 Budget Status: Budget Exists

Fund: Road Fund Account: 603242
Program: Roadway Maintenance Full Time Employees and Operational Costs (99-1401)
Amount: $14,424.00 Budget Status: Budget Exists

Fund: Sanitary Sewer Operations Fund Account: 603242
Program: Sewer O&M (130575)
Amount: $14,424.00 Budget Status: Budget Exists

Fund: Storm Drains Operations Fund Account: 603242
Program: Drains O&M (130585)
Amount: $14,424.00 Budget Status: Budget Exists

Fund: Effluent Operations Fund Account: 603242
Program: Effluent O&M (130595)
Amount: $14,424.00 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:

Public Works Maintenance staff is requesting approval to purchase an upgrade to the City’s Public Works asset and work tracking system from MaintStar. Public Works Maintenance has utilized the MaintStar asset and work tracking software for over 25 years. The current MaintStar software platform is outdated and needs an upgrade. The proposed software upgrade will allow the Public Works Maintenance staff to receive work assignments and log work activities while in the field via mobile computers and tablets, eliminating the need for paperwork and data entry.

$72,120.00 was included in the Fiscal Year 2021 budget approved by the City Council on May 26, 2020 and $72,120 is available in the FY21 budget. Staff recommends approval.

Background:

Public Works utilizes an asset and work tracking program called MaintStar. The current software has been in use for over 25 years and needs to be upgraded so that Public Works can use today’s technology to increase efficiency.

The new software will allow staff to receive their work assignments via a tablet or phone in the field and post any time or materials to that job in real time. Currently, staff uses a paper form to record any maintenance activity and the information must be manually entered into the system by another employee.

Staff is looking for several outcomes from this upgrade: mobile data entry, mobile work order notification and tracking, real-time recording of maintenance labor and materials costs, and enhanced reporting capability. The purchase will also allow the existing Public Works Maintenance database, which uses an old version of MaintStar software, to be converted and archived into the new software. MaintStar will also provide onsite training in using the new software. Once completed, Public Works Maintenance staff will be able to access MaintStar in the field utilizing a tablet or mobile computer. The data provided to the employee in the field will include mapping, pictures, and notes that may be relevant to that asset or work assignment. Routine maintenance assignments and work requests will show up on the tablet for that employee or crew. With the help of GIS, the City will have a functioning asset management system for Public Works.

Analysis:

This software upgrade is proprietary to MaintStar and is exempt from the bidding process pursuant to NRS 332.115.

Alternatives:

1. Council could approve this purchase as outlined by staff.

2. Council could deny this purchase and provide direction to the City Manager.

Recommended Motion:

I move to approve the purchase of a software upgrade, annual support, data conversion, and onsite setup and training from MaintStar in the amount of $72,000.00 for the City of Sparks Public Works asset and work tracking system.

Attached Files:

01-SparkUpgrade.pdf

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