Staff recommends that City Council award a professional service contract for implementation and yearly support of a Computerized Maintenance Management System (CMMS) for the Facilities Division to Facilities Management eXpress, LLC (FMX) for an initial investment of $9,720.00 for the first year. The annual cost is $6,480 for subsequent years.

The Facilities Division has identified a clear need for a system of record that will be used for maintenance work orders, asset inventory, and repair work scheduling. Currently, all of this is done in multiple programs (Excel, Outlook, etc.), or tracked on paper, and is not efficient or scalable. The proposed solution will ensure the Facilities Division is maintaining equipment and assets in good working condition, can respond to work orders adequately, and provides the opportunity for more oversight. 

The RFP was advertised on March 5th, and 12th, 2021. 

Eight (8) proposals were submitted by March 17th, 2021.

A selection committee reviewed the proposals. FMX was selected based on the following categories:
- User interface and dashboard views 
- Calendar scheduling capabilities with drag and drop functionality 
- Work order management functions 
- Asset and inventory management 
- Reporting tools and analytics 
- Asset mapping
- Time and materials tracking 
- Bulk actions 

FMX was found to have the most relevant experience in the area of CMMS implementation and ongoing support.

City Council may:

• Approve; or,
• Not Approve

The cost for this program was budgeted in FY21 and will be funded by the Facilities Division operational budget.
Below is the pricing matrix that was included in the RFP.
 

Computerized Maintenance Management System (CMMS)	Price
Upfront Cost	$6,480.00
1-time Implementation Fee	$3,240.00
1st Year total price	$9,720.00
Yearly subscription price	$6,480.00