Consent Agenda - Shawn Smith- Public Works Asset Management Coordinator
Title
Title
Authorize a Professional Services Contract with WSB to perform an Enterprise Asset Management System (EAMS) Needs Assessment and Request for Proposals (RFP) Development
end
Executive Summary
Authorize the Mayor and City Manager to enter into a Professional Services Contract with WSB & Associates in the amount of $49,715 to perform an Enterprise Asset Management System (EAMS) needs assessment and Request for Proposals (RFP) development.
Background
On May 17, 2022, an RFP was published accepting proposals from experienced and qualified firms to conduct a needs assessment and develop a request for proposals for the purchase of an Enterprise Asset Management System in 2023 to serve the current and projected needs of the city for all asset management activities.
Twelve proposals were received. Initial vetting identified six qualified firms. The selection team identified two firms who were asked to be interviewed in person by the selection team. Upon completion of the review process, staff recommends the contract be awarded to WSB. This recommendation is based on WSB demonstrating a clear understanding of the project, their extensive experience and quality reputation on similar projects, current knowledge of the City of Blaine’s processes and infrastructure and having the lowest cost proposal.
As discussed in a workshop on September 19, 2022, there is a need to upgrade the current work order and asset management system due to its limited capabilities. Staff presented the value of advancing its enterprise approach to asset management. This project will be a two-phased approach.
Phase 1 includes a comprehensive needs assessment and development of an RFP. The needs assessment will be a city-wide initiative aimed at assessing group needs and connections to other departments and divisions within the city. Interviews and workshops will take place with relevant stakeholders to assess the perceived strengths, weaknesses, and gaps in business processes, and identify system architecture requirements for a future EAMS. A significant amount of detailed information will be gathered and analyzed in this step which will define the requirements to include into the RFP. The RFP will then be developed using feedback from the interviews and needs assessment.
Phase 2 of the project is included in the 2023 capital equipment request for the Enterprise Asset Management System (EAMS) upgrade. In this phase of the project, WSB will provide support evaluating RFP responses, conduct vendor interviews and demos of the top 3-5 vendors, score/rank the proposals based on established scoring criteria and industry best practices, and review each vendors’ statements of work (SOW) for completeness and unnecessary items. Once an EAMS is chosen, WSB will assist with GIS integrations and provide implementation support acting as the city’s project manager and/or technical lead to ensure implementation success throughout the five- to eight-month implementation process. Once implementation is complete, post go-live support will be included for customizations and modifications, additional GIS integrations and mapping, continued staff training, and on-going asset management planning.
Benefits to the city for this project include more coordination amongst departments and divisions; consolidation and integration of existing software systems; a centralized source of information for its users; more proactive preventative maintenance through an enhanced work order system; increased asset lifespan; improvement in CIP planning; the ability to make more data driven decisions; and a higher level of customer service.
Strategic Plan Relationship
This project aligns with the City’s strategic plan goal of well-maintained infrastructure by increasing asset lifespans.
Board/Commission Review
Not required.
Financial Impact
Project costs are to be shared across the Public Works General Fund and Utility Fund budgets. Sufficient funds have been budgeted for this work. Long-term, investment in a fully integrated EAMS will provide for a better, more cost-effective asset replacement and capital improvement plan.
Public Outreach/Input
No public outreach or input is required.
Staff Recommendation
By motion, authorize the Mayor and City Manager to enter a contract with WSB in the amount of $49,715 for professional services related to performing an Enterprise Asset Management System (EAMS) needs assessment and Request for Proposals (RFP) development.
Attachment List
WSB Professional services agreement
COB issued RFP- Enterprise Asset Management System (EAMS) needs assessment and RFP development
Enterprise Asset Management System (EAMS) needs assessment and RFP development proposal from WSB