9.H.
City Council Meeting - FINAL
- Meeting Date:
- 07/03/2023
- Co-Submitter:
- Marshall Ronningen
- From:
- Sam Beckett, Public Works Streets Section Director
Information
TITLE:
Consideration and Approval of Contract: Cooperative Purchase Contract with Brightly Software, Inc. in the amount of $308,022.53, plus additional fees and taxes, for Facilities Maintenance Software
STAFF RECOMMENDED ACTION:
- Approve the Cooperative Purchase Contract with Brightly Software, Inc. in the amount of $308,022.53, plus additional fees and taxes, for Facilities Maintenance Software; and
- Authorize the City Manager to execute the necessary documents.
Executive Summary:
Facilities Maintenance has spent the last two (2) years working through a comprehensive program review. Through this review process staff learned that Facilities Maintenance falls short in several key industry standards, including but not limited too, asset tracking, work order management, and staffing vs building square footage. The staffing vs building square footage is a significant 40% deficiency, even when fully staffed.
As a result of this process Facilities Maintenance realized quickly that an asset management/work order system was desperately needed. Facilities Maintenance started down the path to find a viable asset management/work order system that could meet the City's needs. Along with other Public Works team members, staff spent significant time reviewing and demoing numerous software venders and through this review process Brightly Software, Inc. ("Brightly Software") came to the top. Brightly Software provides one of the top work order asset management tools and brings significant experience in the facilities maintenance world and should be a great tool for Facilities Maintenance staff while greatly enhancing our customer service levels.
If the Cooperative Purchase Contract is approved, Brightly Software will begin immediately with an asset inventory and condition assessment which will give staff a phenomenal database right out of the gate while reducing staff time on the implementation. Facilities Maintenance believes this tool will take a small Facilities Maintenance team to the next level of service for all City customers, while better aligning with our priority based budgeting (PBB) goals across the City.
As a result of this process Facilities Maintenance realized quickly that an asset management/work order system was desperately needed. Facilities Maintenance started down the path to find a viable asset management/work order system that could meet the City's needs. Along with other Public Works team members, staff spent significant time reviewing and demoing numerous software venders and through this review process Brightly Software, Inc. ("Brightly Software") came to the top. Brightly Software provides one of the top work order asset management tools and brings significant experience in the facilities maintenance world and should be a great tool for Facilities Maintenance staff while greatly enhancing our customer service levels.
If the Cooperative Purchase Contract is approved, Brightly Software will begin immediately with an asset inventory and condition assessment which will give staff a phenomenal database right out of the gate while reducing staff time on the implementation. Facilities Maintenance believes this tool will take a small Facilities Maintenance team to the next level of service for all City customers, while better aligning with our priority based budgeting (PBB) goals across the City.
Financial Impact:
Facilities Maintenance was approved for funding of $250,000 of this project in account 001-06-152-0510-3-4343 in the FY2023-24 Budget. The remaining portion of the contract will need to be funded with future budget appropriation or within the Facilities Maintenance base budget.
Policy Impact:
N/A
Connection to PBB Priorities/Objectives, Carbon Neutrality Plan & Regional Plan:
Carbon Neutrality Plan
Priority Based Budget Key Community Priorities and Objectives
This new asset management system directly aligns with the carbon neutrality plan by tracking all city facility assets and projecting the life span of these assets while tracking the efficiency of things like boilers, air conditioning units, and lighting so that we can see where to properly invest funding each year. This tool will greatly support the City-wide energy conservation project through Noresco while tracking all work completed for future reference.
Priority Based Budget Key Community Priorities and Objectives
This new work order/asset management tool aligns with and support PBB through proper asset tracking and asset replacement projecting which should significantly reduce the amount of "emergency" capital asset replacements we have been seeing. By not properly tracking and projecting replacement of facility assets we see increases in electricity, natural gas usage, and reductions of energy ratings. By not having some sort of asset management system the city winds up in a wait and see situations on asset failures, with limited ability to budget properly. This tool directly supports the mission on good governance by keeping all City facilities open and operational and increasing energy efficiencies.
Has There Been Previous Council Decision on This:
No.
Background and History:
City of Flagstaff Public Works division requested the City's Procurement team help with a fair purchase. Procurement utilized a Sourcewell cooperative purchase contract for competitive and open procurement process based on the Sourcewell Request for Proposal Solicitation No. 090320 that resulted in Contract # 090320-SDI with Contractor.