Agenda Item No. V. B. 1. f.

Washburn University Board of Regents







SUBJECT: Computerized Maintenance Management Software Program (CMMS) for

Facilities Services Department



DESCRIPTION:



Currently, the Facilities Services Department has a manual work order and preventive maintenance system, and all building data, including operating costs is a legacy program operating on the AS400 which is being phased out. The current system cannot collect and track the productivity of employees, communicate with customers regarding the status of their work requests, collect data for trend analyses, cost controls, or provide data for productivity and customer service improvement purposes.



To continue providing cost effective and reliable facilities services to all constituents and collect data for analysis and reports, it is necessary to purchase a computerized maintenance management program, including software and hardware, for work order, preventive maintenance, inventory controls, key management, equipment inventory, and reports which can be integrated with the SCT Banner software.



In consultation with CMMS task force members, Facilities Services prepared a comprehensive RFP which was issued to four software vendors as follows:



TMA Systems, LLC

FAMIS Software, Inc.

Maximus Asset Solutions Division

AVATECH Solutions, Facilities Management Group



Four proposals were received, but one vendor, AVATECH Solutions, was determined to be non-responsive to the RFP. The proposals were evaluated by the CMMS task force, references were checked, and site visits were made to the State of Kansas Administration Department and Rockhurst College at Kansas City. Based on the evaluation process, the task force determined the TMA program to be the best choice to meet the needs of Facilities Services and integrate with Banner.



The pricing for the CMMS software is as follows:



Proposer Price



TMA Systems, LLC , Version 7.8 $ 86,470

FAMIS Software, Inc. $163,998

Maximus Asset Solutions Division $153,040

FINANCIAL IMPLICATIONS:



An expenditure of $86,470 to purchase a TMA CMMS software program, $9,600 for an SQL server, and $12,208.16 for ten Digital Maintenance Assistants for bar code reading and work order management purposes. Total project cost: $108,278.16.



Funding is available from the Sales Tax Capital Improvement Fund (AIS project), and the Facilities Services operating budget.



RECOMMENDATION:



President Farley recommends the Board of Regents approve the award of a contract to TMA Software, LLC for a computerized maintenance management software program and Digital Maintenance Assistants, and the related purchase of hardware to be purchased and installed by ITS.

















_______________________ ____________________________

Date Jerry B. Farley, President


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