City of Pleasanton
5/11/2022 11:11:04 AM
5/11/2022 11:08:00 AM
CITY CLERK - TYPE
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17 <br />THE CITY OF <br />CITY COUNCIL AGENDA REPORT <br />PLEASANTON. <br />May 17, 2022 <br />Operations Services <br />TITLE: APPROVE A FIVE YEAR AGREEMENT WITH MAINTSTAR, INC. IN <br />THE AMOUNT OF $540,442 FOR COMPUTERIZED MAINTENANCE <br />MANAGEMENT SYSTEM SERVICES FOR THE OPERATIONS <br />SERVICES DEPARTMENT <br />SUMMARY <br />The Operations Services Department (OSD) has been utilizing the MaintStar <br />Computerized Maintenance Management System (CMMS) platform for the past 20 <br />years. CMMS is software technology that centralizes maintenance information and <br />facilitates the processes of maintenance operations through work orders. The software <br />helps optimize the utilization and availability of physical equipment like vehicles, <br />equipment, communications, and other assets. The OSD identified the need to update <br />its current CMMS in its department strategic plan. The current MaintStar version is over <br />20 years old, and the department assessed the viability to upgrade to MaintStar Version <br />15. The assessment performed by GHD Consultants concluded that MaintStar Version <br />15 is on par with, and in some cases better than the top CMMS products on the market <br />today. GHD recommended that OSD continue with MainStar and implement Version 15 <br />due to its ease of use, mobility, and flexibility. Based on the GHD evaluation and <br />recommendation, staff is recommending that the City Council approve an agreement <br />with MaintStar to implement its Version 15 and supporting modules noted herein. <br />RECOMMENDATION <br />Approve and authorize the City Manager to execute an annual Software Service <br />Agreement with MaintStar Inc. in the amount of $175,440 for year one with the option to <br />extend for four additional years. The total cost of the agreement including years two <br />through five is $540,442. <br />FINANCIAL STATEMENT <br />The MaintStar agreement has a term of one year with the option to extend for up to four <br />additional one-year terms for a total not -to -exceed amount of $540,442. The annual cost <br />of the agreement will be funded equally between the OSD General Fund Administration <br />(00140100) and Enterprise Funds; Water Operations (42040602) and Sewer Operations <br />(43041202). Funding has been allocated in the FY 2021/22 mid -year budgets and <br />requested as part of the FY 2022/23 mid-term budget process. <br />
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