Title
Resolution to Approve a Purchase Order to Mainsaver for the Upgrade and Commissioning of the Mainsaver Enterprise Software and addition of the Mainsaver Connect Module for ($36,200.00)
Memorandum
Mainsaver is a software package that is used by the Water Treatment Services Unit and the Fleet and Facilities Services Unit as a computerized maintenance management system (CMMS). In total, the City manages over 2,500 assets using this CMMS system. This system is used to schedule and track preventive and corrective maintenance activities by asset and/or asset class, track costs and labor, generate reports to assess and improve productivity, track vehicle usage, and document asset condition. In both service units, over 4,500 work orders per year are generated, completed, and tracked using this system.
This upgrade will bring the software to its current release for service units, who are currently running different versions of the same software. The upgrade will facilitate IT support for this software package since they will only need to maintain and support one version. The upgrade will also include additional functionality with the addition of the Connect Module. This module will enable users to complete and enter data in the field, which will reduce paperwork and improve the efficiency of work management. Data will also be stored electronically allowing analytical review and assistance in planning and budgeting of time and resources. In addition, Mainsaver’s desktop version, which is the version the City currently uses, will no longer be supported. The new version of the software allows web-based access to the program and is the platform that will supported in the future. Mainsaver is the sole provider of software for all Mainsaver products including technical support, software updates and upgrades, and certain proprietary training classes.
It is imperative to upgrade the software package and renew the maintenance agreement with Mainsaver to receive future software updates, access technical support, and retain the proper licenses for use of the software in critical City applications.
Budget/ Fiscal Impact: Of the annual fee, $12,242.00 is planned and budgeted in the FY17 Information Technology Services Fund budget and is passed on to their current users via Information Technology Service rates. The total annual maintenance costs with the upgrade to Mainsaver Connect will increase to $14,492.00 The one-time costs for the upgrade and commissioning of the new software totals $36,200.00. Costs for the upgraded will be funded via the approved FY17 Fleet Services Fund operations and maintenance budget, $10,000.00 and the approved Water Treatment Plant Water Supply System Fund operations and maintenance budget, $26,200.00. Future annual operating costs will increase by $2,250.00 and will be funded through Information Technology Service rates.
It is recommended that the purchasing agreement be renewed annually provided it is agreed upon by both parties and funding availability.
Staff
Prepared by: Ryan Justin, SCADA Network Administrator, Water Treatment Plant
Reviewed by: Craig Hupy, Public Services Area Administrator
Approved by: Howard S. Lazarus, City Administrator
Body
Whereas, The City of Ann Arbor uses Mainsaver to manage it assets in both the Water Treatment Services Unit and Fleet and Facilities Services Unit;
Whereas, Mainsaver is the sole provider of software for all Mainsaver products including technical support, software updates and upgrades, and certain proprietary training classes;
Whereas, Upgrading to the Mainsaver Connect Module will enable more efficient use of staff time by enabling mobile entry and completion of work orders, additional reporting and asset management functionality, and IT support for a single Mainsaver platform;
Whereas, Mainsaver will be discontinuing its support for the desktop version of its software that the City is still operating;
Whereas, Renewing the annual maintenance agreement with Mainsaver is necessary to receive software updates, access technical support, and retain the proper licenses for use of the software in critical City applications; and
Whereas, Funding for the upgrade is available in the approved FY17 Fleet Services and Water Supply System Operating and Maintenance Budgets.
RESOLVED, That City Council approve a purchase order with Mainsaver in the amount $36,200.00 to upgrade to the Mainsaver Connect Module and maintain the annual Mainsaver license and maintenance agreement; and
RESOLVED, That the City Administrator be authorized to renew the purchasing agreement provided both parties agree and subject to the availability of funding.