TITLE
Recommendation to authorize City Manager to execute an agreement for the Facilities Management Optimization Implementation Plan project with Professional Service Industries, Inc. in an amount of $400,000 for a three-year term; and authorize City Manager to execute amendments to the agreement to extend the term, authorize additional services, if required, within the provisions of the agreement, and adjust the fee schedule of hourly rates for inflation. (Citywide)
DISCUSSION
The Department of Public Works, through its City Facilities Maintenance Program, is responsible for maintaining more than $450 million of City facility assets. Maintaining these assets is a significant undertaking that requires focused effort. The Public Works Department currently provides facilities maintenance exclusively through a complaint/failure driven response system. Additionally, due to reduced staffing in Public Works, some departments have initiated contracts for maintenance/repairs. The decentralized nature of the contracts and the lack of trained staff to monitor them have reduced the effectiveness of the contracts. As a result, the City has experienced an increasingly high rate of systems failures, even in new city facilities.
Moving forward a preventive maintenance asset management and a consolidated contract management approach will enable the City to be proactive in maintaining its facilities by inspecting building systems, scheduling work and dispatching technicians to prevent major system failures. City costs will be reduced and the useful life on facilities extended. Additionally, this process will enable the facilities assessment database to be updated continuously, allowing for proper management of critical facilities funding.
The Department needs the assistance of a professional consultant to implement this new Facilities Management Optimization Plan (Plan). The Plan will: 1) establish meaningful performance measures; 2) outline and document, in user guide form...
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