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File Number: <br />TO: <br />FROM: <br />BY: <br />City of San Leandro <br />Meeting Date: March 21, 2016 <br />16-102 <br />City Council <br />Chris Zapata <br />City Manager <br />Lianne Marshall <br />Assistant City Manager <br />Staff Report <br />Agenda Section: CONSENT CALENDAR <br />Agenda Number: 8.D. <br />FINANCE REVIEW: David Baum <br />Finance Director <br />TITLE: Staff Report for a Resolution Approving the Agreement with FacilityDude.com <br />to Implement a Computerized Maintenance Management System <br />SUMMARY AND RECOMMENDATIONS <br />Staff recommends that the City Council approve a resolution authorizing the City Manager to <br />execute an agreement to implement a Computerized Maintenance Management System <br />developed by FacilityDude.com. The contract is for $52,270.82. <br />BACKGROUND <br />The San Leandro Public Works Department would like to implement a computerized <br />maintenance management system (CMMS) in order to streamline its operations. Currently, <br />service requests from residents and staff are tracked manually by City staff. Staff solicited <br />bids to provide CMMS services last year and has selected a vendor to implement a system. <br />Analysis <br />Public Works staff currently tracks service requests, maintenance schedules and procedures, <br />and asset locations manually through a combination of spreadsheets, charts, and <br />unconnected IT systems (e.g., GIS). Manually collecting and tracking data is time-consuming <br />and error -prone. <br />A new system will allow work orders to be generated and tracked online. This will enable <br />maintenance supervisors and field workers to improve communication, better manage assets, <br />and ensure thorough documentation regarding how and when maintenance work is <br />performed. Maintenance procedures and schedules can be standardized and asset locations <br />can be tracked by integrating the system with the City's existing geographic information <br />system (GIS). This will result in more efficient operations for Public Works staff. <br />The system will be coupled with a customized mobile app that can be used directly by the <br />City of San Leandro Page 1 Printed on 3115/2016 <br />