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Page 2 of 3 <br />and resources to support quick responses to service requests, efficient operations, and <br />expanded public access to vital information. <br /> <br />The current work order and maintenance management system, MaintStar v14 is inadequate to <br />retrieve needed information to comply with mandated reporting requirements and internal <br />performance measures and tracking. The preliminary analysis of the current CMMS identified <br />numerous automated and manual processes that are used to manage work infrastructure, <br />public facilities, and vehicles and equipment. These systems are not well integrated, resulting <br />in poor information management workflows and limited reporting/analysis capabilities. The <br />CMMS must be capable of tracking internal and external service and work requests, corrective <br />work orders and work management, preventative maintenance, staff resource planning and <br />utilization, asset management data, capital projects, inventory, timekeeping for work tasks, and <br />customer service interface. <br /> <br />MaintStar has introduced a new version (v15) of the CMMS, which requires an assessment of <br />the current version, updated GIS integration, and workflow development. To pursue assessing <br />the computerized maintenance management system, on April 28, 2021, in accordance with the <br />City’s Procurement Policy, a Request for Qualifications for CMMS workflow development <br />professional services was posted. GHD, Inc., was selected based on its proposed <br />qualifications and an interview with its project team. On July 20, 2021, the City Council <br />approved a two-year agreement with GHD, Inc., for $476,322. Since that time, staff has been <br />working with GHD on the implementation of the new version of MaintStar. The first amendment <br />extended the agreement through the end of FY 2023/24. <br /> <br />DISCUSSION <br />Staff and GHD facilitated an evaluation that determined that v15 would meet the City's current <br />and future operational needs, such as mobile capabilities to improve the customer experience, <br />updated GIS integration, and workflow development. GHD also assisted staff in evaluating <br />current practices and business process workflows. The consultant configured the new version <br />and conducted training on the various modules; implementation of the latest version nearing <br />completion; however, the original budget has been exhausted. The following steps to complete <br />the implementation are to complete the reporting capabilities, configure the software to <br />incorporate the Engineering Division, and bring the public-facing portal fully online to replace <br />the current Mobile Citizen application. <br /> <br />Staff recommends approving the second contract amendment with GHD, Inc., for additional <br />services to fully implement the updated Maintstar software to ensure the City is providing high- <br />quality essential services. After the implementation is complete, GHD, Inc., will provide <br />technical support services. <br /> <br />EQUITY AND SUSTAINABILITY <br />Following the City Procurement Policy, Staff conducted public bidding for products and <br />services. <br /> <br />OUTREACH <br />No outreach was conducted, as this item is a routine matter of City business. <br /> <br /> <br />DocuSign Envelope ID: 4D97B9AF-A6B2-44DC-9459-F8AC2598DC45