REPORT TO THE CITY COUNCIL
April 19, 2018
FROM: MICHAEL CARBAJAL, Planning Manager
Department of Public Utilities - Utilities Planning & Engineering
BY: MATTHEW L. BULLIS, PE, Professional Engineer
Department of Public Utilities - Utilities Planning & Engineering
SUBJECT
Title
Reject all proposals for installation of a Computerized Maintenance Management System Upgrade for the City of Fresno’s, Department of Public Utilities, Water Distribution and Sewer Collection Divisions and Public Works Department, Street and Landscape Maintenance Divisions (Bid File 3513) (All Districts)
Body
RECOMMENDATION
Staff recommends that City Council reject all proposals for installation of a Computerized Maintenance Management System Upgrade for the City of Fresno’s, Department of Public Utilities, Water Distribution and Sewer Collection Divisions and Public Works Department, Street and Landscape Maintenance Divisions.
EXECUTIVE SUMMARY
The City of Fresno (City) Department of Public Utilities (DPU), in conjunction with the Department of Public Works Department (DPW), is seeking to reject all proposals received for installation of a Computerized Maintenance Management System (CMMS) Upgrade for DPU Water Distribution and Sewer Collection Divisions, and DPW Street and Landscape Maintenance Divisions. Through additional research, staff has determined that internal efforts to expand a CMMS software system currently in use will result in reductions of redundant Information Technology (IT) platforms, allow for increased networking capabilities for multiple users, and provide a cost effective alternative to minimize rate-payer impacts.
BACKGROUND
The City responds to numerous Service Requests annually. DPU and DPW use or respond to five distinct, non-linked CMMS vendor platforms to handle these Service Requests which include: Accela/FresGo, IPS (Hansen-v7 and EAM), Request Tracker and HT-E/Naviline/SunGard. Since multiple systems are in use this typically requires a data transfer between CMMS platforms to complete the work. Unfortunately, each CMMS system is not linked together which limits data sharing and causes a re-keying of information as work is transferred between platforms. Decreasing redundant efforts and by use of one common CMMS system is the ultimate goal of this project.
The Request for Proposals (RFP) was crafted to replace the Hansen v7 CMMS system currently in use with a newer, more advanced CMMS system. Hansen v7 was purchased in 2005, is 13 years old, and has never been upgraded. Newer, more functional IT systems are available that allow users to better manage service requests and work orders. These new systems handle the transfer of data between platforms seamlessly, saving time, effort and increasing customer service. To accomplish this goal, the RFP for a new CMMS Upgrade was solicited to outside vendors, posted to the City’s Planet Bids Online site and advertised in the Business Journal on September 1, 2017. The City received four proposals that were opened on September 26, 2017. The submittals were evaluated by a selection committee utilizing the criteria outlined in the pre-qualification package.
Review of the cost of this work and a business case re-evaluation of the current CMMS practices within both DPU and DPW departments lead staff to determine the optimum solution is to reject all proposals received in this project and internally perform system expansion upgrades.
Subsequent to re-evaluation, staff has proposed reducing the number of CMMS platforms in use by expanding the EAM software platform and discontinuation of two other CMMS platforms (Hansen and Request Tracker). EAM software use will now include DPU Water Distribution, Sewer Collection and PWD Street and Landscape Maintenance. Expanding the use of this product will reduce IT redundancy across the departments.
ENVIRONMENTAL FINDINGS
By the definition provided in the California Environmental Quality Act (CEQA) Guidelines Section 15378, the rejection of all proposals does not qualify as a “project” as defined by CEQA.
LOCAL PREFERENCE
Local preference was not implemented because the DPU is seeking to reject all proposals received for the CMMS Upgrade project.
FISCAL IMPACT
The rejection of all proposals will result in no financial impact to the General Fund or Water Enterprise Fund. This project is identified in the DPU five year capital improvement plan.
Attachment: Listing of Proposals