200 S. Anaheim Blvd.
Suite #276
Anaheim, CA 92805
Tel: (714) 765-5460
www.anaheim.net
CITY COUNCIL AGENDA REPORT
City of Anaheim
PUBLIC WORKS DEPARTMENT
DATE: SEPTEMBER 24, 2024
FROM: PUBLIC WORKS DEPARTMENT
SUBJECT: APPROVE AGREEMENT WITH MAINTSTAR, INC. FOR
PUBLIC WORKS COMPUTERIZED MAINTENANCE
MANAGEMENT SYSTEM
ATTACHMENT (Y/N): YES ITEM # 17
GOVERNMENT CODE § 84308 APPLIES: YES
RECOMMENDATION:
That the City Council, by Motion:
1) Approve the Service Agreement (“Agreement”) between the City of Anaheim (“City”) and MaintStar, Inc. to provide Public Works a computerized maintenance management system (“CMMS”) for a term of five years with an optional five-year renewal, for a total contract not to exceed $2,007,200; 2) Authorize a not-to-exceed 10% contingency of the total contract in the amount of $200,720, for unforeseen changes to project scope or additional services and authorize the Director of Public Works to approve the additional work with MaintStar, Inc., if needed, for a total not-to-exceed amount of $2,207,920; and, 3) Authorize the Director of Public Works, or designee, on behalf of the City, to execute the Agreement and future amendments to the agreement, subject to the City Attorney’s Office making non-substantive changes.
DISCUSSION:
On December 21, 2023, the Public Works and Finance Department advertised a Request for Proposals (“RFP”) #412-PW-12/21/2023 for a new CMMS for the Public Works Department. The goal of the RFP was to identify and implement a comprehensive CMMS that will serve as a centralized asset and work order management platform across the Public Works Department. This system will consolidate multiple legacy and other software systems currently in use, particularly within the Operations and Maintenance Division. By utilizing a singular, unified platform, the Department aims to enhance data- sharing capabilities, more efficiently manage preventative and reactive maintenance programs, streamline ongoing operational activities, and improve efficiency and collaboration across all divisions.
Approve the Service Agreement with MaintStar, Inc. for Public Works Computerized Maintenance Management System September 24, 2024
The RFP outlined the general and mandatory functions needed for the new CMMS, including service requests, work order tracking, division-specific requirements, system integration, mobile technology, reporting, dashboards, data conversion, system administration, user interface, security, GIS capabilities, and help desk support. The system will integrate the management and work order tracking of City-owned assets managed by the Operations and Maintenance Division including, but not limited to streets, sidewalks, signs, traffic striping, sewers, storm drains, street trees, solid waste, and street sweeping.
On February 12, 2024, twelve proposals were received and evaluated according to the criteria set forth in Council Policy 4.1. The evaluation involved ranking each proposal based on the following criteria:
The quality and completeness of the submitted proposal, including the availability of the proposed management team
Understanding of project objectives
Project approach and offering
Experience and expertise
Verifiable references
The competitiveness of the respondents’ proposed fees Selection criteria also included real-time demonstrations of the software from the four highest ranked respondents.
Based on the above criteria, the firms were ranked as follows:
Firm Ranking
MaintStar, Inc. 1
Atkins Realis 2
Smart Energy Water 3
ZProCis Solutions 4
zLink, Inc. 5
TruePoint Solutions 6
FAHM Technology 7
OpenGov 8
SADA Systems 9
Novotx 10
Agelix Consulting 11
Trescope, Inc. 12
MaintStar, Inc. was the highest-ranked respondent based on their proposal submission, experience, software functionality, and background with implementation of CMMS services.
MaintStar, Inc. has met the requirements based on the RFP and was found to have the most comprehensive and user-friendly CMMS available of the firms who submitted proposals. The product will allow Public Works to consolidate several software products/workflow systems used to run core Department operations. Other public works departments in California that utilize MaintStar, Inc. include the City of Orange, County of San Mateo, and the County of Ventura.
City staff met with representatives of these agencies, who also provided real-time demonstrations Approve the Service Agreement with MaintStar, Inc. for Public Works Computerized Maintenance Management System September 24, 2024
of the software functionality pertaining to work order tracking, workflows, data management, and asset management.
The implementation of MaintStar, Inc. software will enhance the Department’s operational efficiency and improve service delivery. It offers real-time data reporting and customizable analytics for better decision-making and resource planning. Integration with GIS enables precise asset tracking and optimized routing for field crews. The system also streamlines workflows through automated work orders, mobile access, and proactive maintenance scheduling, reducing downtime and extending asset life. Additionally, it enhances preventative maintenance by tracking asset conditions and scheduling service, helping to prevent costly repairs. By optimizing resource use and improving communication across the Department, MaintStar, Inc. is a scalable solution that will meet the City's evolving needs. MaintStar, Inc. will be responsible for the software implementation, configuration, data migration, and staff training.
IMPACT ON BUDGET:
Sufficient funds are available in the Public Works Department’s Fiscal Year 2024/25 restricted Sanitation Fund budget. Funding for subsequent years will be subject to Council’s approval of budget appropriations.
Respectfully submitted,
Rudy Emami
Director of Public Works
Attachment:
1. Agreement with MaintStar, Inc.