Manatee County Government Administrative Center First Floor, Commission Chambers 9:00 a.m. - April 24, 2018
REVISED April 24, 2018 - Regular Meeting
Agenda Item #23

Request for Proposal No. 16-3253FL, Computerized Maintenance Management System - Utility System


Contact and/or Presenter Information

Heather Dilldine, Financial Services Manager, Utilities Department, ext. 4966

Dennis W. Wallace, Contract Manager, Financial Management Department, Procurement Division, ext. 3039

Action Requested

Authorization to award an agreement for a Computerized Maintenance Management System to Cardno, Inc., Clearwater, Florida, for a total not-to-exceed amount of $2,240,480.00.

Authorize the Chairman to execute the agreement.

Enabling/Regulating Authority
Manatee County Code of Laws

Background Discussion

On February 10, 2017, the County advertised a Request for Proposal No. 16-3253FL for a Computerized Maintenance Management System.

The intent of the Request for Proposal was to provide an enterprise Computerized Maintenance Management System ("CMMS") for the Utilities Department to support asset management, maintenance management, inventory management, and related functions. The County's preference was to select a solution that fulfills these requirements out-of-the-box with only configuration changes, a clear upgrade path, and ongoing maintenance and support. The services to be provided include project management, software licensing, implementation, training, and support services.

Eight (8) responsive and responsible proposals were received from the following:

  • ABB Enterprise Software
  • Cardno, Inc.
  • Cartegraph
  • EMA, Inc.
  • Jones Edmunds & Associates, Inc.
  • Oracle America, Inc.
  • Starboard Consulting, LLC
  • Woolpert

Proposals were evaluated based upon the criteria in the RFP. Daylong interviews and demonstrations were conducted with the three (3) top ranked firms. The final ranking of firms is as follows:

  • Cardno, Inc.
  • EMA, Inc.
  • Starboard Consulting, LLC

The cost submitted by Cardno, Inc., in the proposal was an amount of $2,383,184.00. Staff was successful in negotiating an Agreement with Cardno, Inc., that resulted in savings of $142,704.00 for software and implementation as well as a fixed five (5) year fee for support and maintenance and a 2.5% annual fee for years six (6) to ten (10).

Cardno has partnered with Lucity, an asset management software provider. Utilizing the Lucity software, the system will integrate with the County's business processes and workflows to include work request management, asset life cycle management, inventory management, planned maintenance, and asset performance reporting. In addition, the life cycle of an asset is tracked from the time of acquisition through maintenance and deployment to decommissioning and replacement which, as a result, shall maximize the utilization of assets for an optimized allocation and produce a greater return on investment.

County Attorney Review
Formal Written Review (Opinion memo must be attached)

Explanation of Other

Reviewing Attorney

Instructions to Board Records

Copies To:

Cardno, Inc., Attention: Richard Bowers, E-Mail: rick.bowers@cardno.com

Heather Dilldine, Utilities, E-Mail: heather.dilldine@mymanatee.org

Dennis W. Wallace,  Financial Management Department, E-Mail: dennis.wallace@mymanatee.org

Cost and Funds Source Account Number and Name
Utility Rates - Acct. No. 4046089000, Computerized Maintenance Management System Replacement

Amount and Frequency of Recurring Costs
Included in the total contract price is a Fixed Annual Maintenance Fee of $53,000.00 for Years 1-5; 2.5% annual increase starting Year 6

Attachment:  CMMS Power Point.pdf
Attachment:  CMMS Legal Opinion.pdf
Attachment:  CMMS Agreement Final 04.16.2018 Signed.pdf