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03-525ORlGINAL RESOLUTION Council File # �3 � SeZS Green Sheet # 102895 OF SAINT PAUL, MINNESOTA� Presented By Referred To Committee: Date �S 1 WIIEREAS, the City's Public Works Department C'Public Works") and The Board of Water 2 Commissioners, Saint Paul Regional Water Services ("SPRWS") are each currently maintaining 3 infrastructure records in a variety of disparate automated and manual systems with little 4 Interface to graphical mapping information; and 5 6 WHEREAS, Public Works and SPRWS are partnering to implement a Computerized 7 Maintenance Management System ("CMMS"); and 3 9 WHEREAS, a CMMS provides organizations with basic maintenance management of their 10 Physical infrastructure such as work order and preventive maintenance management, parts 11 inventory, problem tracking and a complete record of all activities completed on all assets; and 12 13 WHEREAS, Public Works and SPRWS will achieve substantial cost savings by jointly planning, 14 purchasing and operating the CMMS in a manner agreeable to both parties; and 15 16 WHEREAS, the Board of Water Commissioners, by it's resolution No. 4802, dated November 13, 17 2001, approved funding for a CNIMS; and 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 WF3EREAS, Public Works budgeted FY 2003 funding for CMMS implementation in Council Contingency; and WAEREAS, Public Works is ready to proceed with CMMS implementation; and WHEREAS, the Mayor recommends that the following changes be made to the 2003 budget Financing Plan 205 Public Works Engineering Fund Cuzrent Budget_ Change Revised Budget All Financing the Same $8,417,748 $0 $8,417,748 Total Financing Plan $8,417,748 $0 $8,417,748 Spending Plan 205 Public Works Engineering Fund 12103-011l Fuli Time Permanent 12103-0219 Other Professional Services 12103-0857 Computer Equip > �5000 12103-0439 Fringe Benefits 12103-0545 City Council Contingency All other Spending the Same Total Spending Plan Current Budget Change Revised Budget $0 $57,725 $57,725 $0 $427,442 $427,442 $0 $847,515 $847,515 �0 $17,318 $17,318 $1,350,000 ($1,350,000) �0 $7,067,748 $0 $7,067,748 $8,417,748 $0 �8,417,745 � ����l�A�. 41 42 43 44 45 46 47 4S 49 50 51 52 53 54 55 56 07 JS 59 60 61 62 63 61 65 66 67 6S 69 o-� -5�5 Financing Plan � . 225 Street Repair and Cleaning Fund Current Budget Change Revised Budget All Financing the Same $2Y,944,622 $0 $21,944,622 Total Financing Plan $21,944,622 SO $21,944,622 Spending Plan 225 Street Repair and Cleaning Fund 42310-0545 City Council Contingency 42310-0567 Transfer to Internal Serv Fund 42350-0545 City Councii Contingency 42350-0567 Transfer to Internal Seiv Fund All other Spending the Same Total Spending Plan Current Budget Change Revised Budget $445,500 ($445,500) $0 $0 $445,500 $445,500 $81,000 ($51,000) �p �0 $51,000 $51,000 $21,415,122 $0 521,415 122 $21,944,622 $0 $21,944,622 Financing Plan 260 Se�ver Utility Fund All Financing the Same Total Financing Plan Spending Plan 260 Se�ver Utility Fund 22207-0548 City Council Contingency 22207-0567 Transfer to Internal Serv Fund All other Spending the Same Total Spending Plan Current Budget Change Revised Budget $�1,748,990 $0 $51,745,995 $51,748,995 SO y�51,748,995 Current Budget Change Revised Budget $445,500 ($445,500) �p �0 $445,500 $445,500 $51,303,495 SO $51,303,495 $o1,74S,995 SO $51,745,995 DRIG(f�AL ,o rl 72 73 74 7b 76 77 7S 99 so 81 s� 83 S4 s� gg S7 SS - o� -sas Financing Plan 2401�affic Signal Lighting blaintenance Current Budget Change Revised Budget All other Financing the Same $8,580,716 $0 $8,580 716 Total Financing Plan $8,580,716 �0 $8,580,716 Spending Plan ' - 240 Traffic Signal Lighting l�Iaintenance Current Budget Change Revised Budget 12005-0548 City Council Contingency �63,000 ($63,000) � 12005-0567 Transfer to Internai Serv Fund �0 $63,000 $63,000 12606-0548 City Council Contingency $63,000 ($63,000) r 12006-0567 Transfer to Internal Serv Fund $0 $63,000 $63,000 12007-Q543 City Council Contingency $63,000 ($63,000) �p 12007-0567 Transfer to Internal Serv Fund �0 $63,000 $63,000 t111 other Spending the Same $8,391,716 $0 $8 391 716 Total Spending Plan Sg,580,716 $0 $5,580,716 1�ow, therefore, be it RESOLVED, That the City Council adopts the above changes to the 2003 budgct. t Benanav B a e� Bostrom Coleman harris LanCry Reiter Yeas ✓ ✓ .✓ ✓ ✓ ✓ Absent �t o � Adopted by Council: Date � o i Adoption Certified by Counci Secretary Bf: Approved By �� Date " '� Requested by De rtment of: Publi W rl sx � �S Approval Recommended by Office of Financial Services Director: By: � Fo±_n by City Attorney: � Ma� / /'�irC`i s s � 1: Pub&c Works COMACT PERSON & PHONE Donald E Sobania 266-6202 MUST BE ON COUNCILAGENDA BY (DATE) 6/11/2003 ❑ MAYOA(ORASSISTqNn ❑ TOTAL # OF SIGNATURE PAGES ACTION REQUE5TED Approve resolution transferring funds in the Enaneering fund (205) from the councIl contingency to various activities in the Engineering fund to implement a Computerized Maintenance Managemern System (CMMS). Also transferring funds in the Street Repair and Cleaning fiind (225), the Sewer Utility fund (260), and the Traffic Signal and Lighfing Maintenance fund (240) from council contingency to the Engineering fund (205) to reflect the costs participation for unplementing the system in their operation. RECOMMENDATIONS Approve (A) w Reject (R) _ PLANNING COMMISSION CB COMMITTEE CIVIL SERVICE COMMISSION A Pubib Wotics Stafl A SPRWSBOaaNatWStaff INITIATING PflOBIEM, ISSUE, OPPORTUNITY (WHO, WHAT, WHEN, WHERE, WHI� The Department of Public Works conducted a management review of its operations to deternilne if there were opportunities to improve their operations and/or ]ower the costs of providing those services. Tuis review Yound that the applicauon of a(:MIvIS would provide better service and reduces costs of providing thase services. The Regional Water Services (SPRWS) had also conducted similaz s[udies and was also proceeding with the implementation of a CMMS. It was determined that a joint effort would be cast effective and result in lower overall cast to both entilies in providing the necessary services. The Pazks Departrnent (Forestry Division) has been involved in the analysis and would be included in the design of the system. Full implementaflon would be based on the availability of resources to place their siaff and the forestry assets in the system See attached. ADVAMAGES IF APPROVED: DATE INITIATED � G R E 5/8/2003 ASSIGN � GTVATTORNEY NUMBERFOR ROVf1NG � FlNANCIALSERVI�^SDIR OROER (CLIP A�L LOCATIONS FOR SIGNATURE) �UESTIONS: 1. Has this person/firm ever worketl urMer a contract for this department? YES NO 2 Has this persoNflrtn ever been a city employee? YES NO 3. Dces this persoNfirtn possess a skill not nortnally possessetl by any curtenf ciry employee? YES NO 4. Is this persoNfirm a targeted vendor? YES NO No. 102895 Im1iaVDate CITY COUNCIL �L � arr c�aK � FINANCIALSERV/ACCT6 ❑ Fund mana9er � o��P���R�s �v-o3 The Department of Public Works will be able to move forward with the SPRWS and the Pazks Depaztment (Forestry Division) in implementing a CMMS to monitor their respective infrastructures. This partnership will allow the economies of scale to work when implementing the systems. The CNIMS will allow for the optimization of quality infrastructure at the lowest po�si$�e cost. ��IO'�,� �.a s..F-'?. DISADVANTAGESIFAPPROVED None t. � � : ;� ;° � ��a� 3 IYi ��' F u LUUJ� �ISADVAMAGESIFNOTAPPROVED `-" " "" '�+ `�� � f:'� . The opportunity for pazmership will pass, SPRWS will proceed with implementation on iu own. When Public Works installs a system the cosu of imlementation will be substantially higher. The use of the current meihods of managing our infrastructure will not allow for the substantial changes in how we caze for our infrastructure. fOTAL AMOUNT OF TRANSACTION $ $1,350,000 GpST/pEVENUE BUDGEfED (CIRCLE ONE) YES No FUNDMG SOURCE CounCil Contingency iq (4) City funds pCTIVI7Y NUMBER 205-12103 FINANCIAL INFORMATION (EXP W N) o3-S� � A contract with selected vendor is being processed so that the SPRWS part of the implementation can proceed. The contract is written in such a way that if PW does not particiate the contract can be amended for just the SPRWS portion can be unplemented. In the 2003 budget funds were set aside to provide for the funding of the PW effort should the RFP prove to be desirable from both the benefits provided and the actual costs of implementation identified. The benefits are better than expected and the costs are very nearly those estimated to be needed. The financing plan for the implementation calls for the benefiting funds to finance the cost of implementation. The department is recommending proceeding with the implementation. The funds in the 2003 budget were placed in council contingency so that the council would have the final approval of the implementation of the CMMS. It is the purpose of the attached council resolution to transfer the funds out of council contingency into the appropriate accounts to implement the system. Funds far the Regional Water Services part of the project are in their 2003 budget and they are proceeding with their part of the implementation with the hope and expectation that Public Works and the Parks part of the effort will also occur.