ITEM TITLE:
Replacement of Sprocket software with Maintenance Connection
SUBMITTED BY: Brian Carlson, Finance Director
FISCAL NOTES:
Expenditure Required: $60,172
Unencumbered Balance: $800,000
Funding Source: $50,572 from Technology Reserve (350.5050.55000) and $9,600 from Department Operating Budgets
RECOMMENDATION:
report only, no action needed
SUMMARY STATEMENT:
Background: Staff is reporting to Council on the status of the purchase of Maintenance Connection software as a replacement for Sprocket. The proposed software will be used by the four departments tasked with building maintenance and/or fleet maintenance (Building Maintenance, Streets/Shop, Port, Harbor).
Procurement Considerations: the proposed purchase does not entail paying any single vendor $40,000 or more, and therefore does not strictly require Council approval. The largest single-vendor payment is $39,180.
Budget Considerations: $50,572 of the initial purchase is to be made from the Technology Reserve, which has a current unencumbered balance of over $800,000. Future license renewals and equipment replacement will be scheduled accordingly, and the Technology Reserve will be replenished with the adoption of the 2018 Budget based on the three-year average of scheduled purchases, as is the current practice.
The end-user departments will include annual mobile data charges of $9,600 (total, divided among them) in their respective budgets. This may begin on a pro-rated basis before the end of 2017, which may necessitate intra-departmental budget adjustments. However, no budget revision is needed at this time.
Itemization of costs:
• One-time startup fees: $15,600
• iPads and Cases: $10,780
• Annual Maintenance: $24,192
• Mobile Data fees: $9,600
Representatives from IT and each end-user department will be present to answer Council questions.