HomeMy WebLinkAboutOPS 05-21
Report to
Council
Report Number: OPS 05-21
Date: December 13, 2021
From: Brian Duffield
Director, Operations
Subject: Sole Source of Government Evolved (Go Evo) MESH Work Order Management
System
-Implementation within Public Works and Facilities Maintenance
-File: A-1440
Recommendation:
1. That Quote 1494 for Government Evolved (Go Evo) MESH Work Order Management
System software subscription, and implementation cost for a five-year period, submitted by
Go Evo in the amount of $499,623.00 (HST included) be accepted i n accordance with
Purchasing Policy Item 09.04 (d) and 09.08;
2. That the Year 1 of the five-year period in the amount of $50,487.00 (net of HST rebate) be
approved for work related to 2022;
3. That Council authorize the Director, Finance & Treasurer to finance Year 1 (2022) of the
MESH Work Order Management System in the amount of $50,487.00 (net of HST rebate) from account C10405.2007 by a transfer from the Rate Stabilization Reserve;
4. That financing approval for the remaining four optional years will be provided for annually in
the current budgets, from 2023 to 2026, for a t otal amount of $399,439.00 (net of HST
rebate);
5. That as per service agreement, all items on the proposal beyond Year 1 are options and
exercisable at the sole discretion of the City of Pickering; and,
6. That the appropriate City of Pickering officials be authorized to take the necessary action to
give effect hereto.
Executive Summary: Public Works and Facilities Maintenance staff have been investigating
a work order management software solution that will provide an efficient work order work flow with
the functionality to assign work tasks, track completion, record committed resources and provide
cost information on the work completed. The existing work order request form, submitted through
the City’s Intranet portal, needs improvement and better functionality to address more complex
tasks requested of Operations and maintenance staff. Go Evo was retained to provide a 12 month
OPS 05-21 December 13, 2021
Subject: Government Evolved (Go Evo) MESH Work Order Management System
pilot project work order management system for Public Works and Facilities Maintenance for up to
25 users in the amount of $27,442.00 (HST excluded) (see Attachment 1). In June 2021, the
existing contract had to be initially amended in the amount of $9,248.30 (HST excluded) to include
10 additional users to be registered into the modules. The additional users were required within
Public Works and Facilities Maintenance as the pilot was expanded to test more modules.
Additionally, in October 2021, a second amendment was made in the amount of $11,218.50 (HST
excluded) to extend the pilot project until year end (December, 2021). As a result, the pilot project was extended for 15 months at a total cost of $47,908.80 (HST excluded).
The pilot, which started in October 2020, focused on specific work tasks for Roads, Parks &
Property, and Facilities Maintenance to field test the functionality and integration of software when
applied to our actual work environment. The pilot work order management system has been well received by various user groups and internal stakeholders. The City has previously approved
Capital Budget funding in the amount of $250,000.00 in C10405.2007 Fleet Management
Software for the development and implementation of a new work order management system.
By implementing MESH, efficiencies that can be realized include, but are not limited to:
• Integrate MESH Work Order Management System with ADP EZ Labour Payroll system. This
will assist in keeping track of employee planned/unplanned absences, track productivity based hours worked weekly, and eliminate the use of paper based systems that employees
currently have to complete on a daily basis.
• Track materials, equipment, and accomplishments of a variety of activities and departments as a whole. This will assist with the current and capital budgeting process by ensuring that
there are analytics to support budget requests.
• Capability to pull reports used for cost benefit analysis, and use metrics to report on Key Performance Indicators (KPI) to measure success and growth within Public Works and
Facilities Maintenance.
• Optimize and improve Level of Service (LOS), with an expected reduction in customer care
calls from City of Pickering residents, and assist with discoveries by having real-time data
and supporting documents (before and after pictures) in a centralized database.
• MESH Work Order Management System also has the capability to integrate with various
other systems currently used by Public Works and Facilities Maintenance such as SAP, Amanda 7, etc. By integrating these systems to achieve synergies, current processes can be streamlined to achieve greater output.
OPS 05-21 December 13, 2021
Subject: Government Evolved (Go Evo) MESH Work Order Management System
Financial Implications:
1. Proposal Amount
Base Subscription Fee $28,500.00 User Subscription Fee 341,648.88
Implementation and Training 71,995.20 Total Project Cost (excluding HST) $442,144.08 HST (13%) 57,478.73
Total Gross Cost $499.622.81
2. Breakdown of Costs by Budget Year
Total Project Cost C10405.2007* Current Budget Total 2020 Capital 2023-2026
Budget Budgets
Base Subscription Fee $5,700.00 $22,800.00 $28,500.00 User Subscription Fee 31,915.00 309,734.00 341,649.00 Implementation and Training 11,999.00 59,996.00 71,995.00
Total Project Cost $49,614.00 $392,530.00 $442,144.00
HST (13%) 6,450.00 51,029.00 57,479.00 Total Gross Project Costs $56,064.00 $443,559.00 $499,623.00 HST Rebate (11.24%) (5,577.00) (44,120.00) (49,697.00)
Total Net Project Costs $50,487.00 $399,439.00 $449,926.00
*Fleet Management Software
Public Works and Facilities Maintenance will implement the work order management system in
2022 at an estimated cost of $50,487.00 (net of HST) for 50 users, which will be paid through the balance of the allocated funds previously approved. Any additional data charges have been included elsewhere in the 2022 Current Budget submission.
For each of the following years in 2023 to 2026, a total estimated cost of $399,439.00 (net of HST)
or approximately $98,860.00 (net of HST) per year will be required to expand the number of users
in Public Works and Facilities Maintenance to 145 users. Please note that all items on this
proposal beyond year 1 and optional are exercisable at the sole discretion of the City. Additionally, any new mobile devices that are required to be purchased to support expansion have
been forecasted in the Information Technology Current Budget submissions for 2023 and 2024.
OPS 05-21 December 13, 2021
Subject: Government Evolved (Go Evo) MESH Work Order Management System
Discussion: Public Works and Facilities Maintenance needs to have a better software
solution to manage their work flow, utilizing mobile devices which can support and improve
efficiencies in their day to day operations. As the City grows from the current population of 94,000
residents to 127,340 by 2031, there will also be an increase in staffing within Public Works and
Facilities Maintenance for support.
A work order management system that is reliable, user friendly, and meets the requirements
identified by Public Works and Facilities Maintenance is fundamental to support and improve the
current operations and future growth. The system will assist with planning and optimizing
workforce, equipment, and other assets. The work order management system established by Go
Evo will support, integrate, and manage current needs and in scalable to meet future
requirements.
In addition, the MESH work order management system is available to most work crews and staff
on a mobile device and work tasks can be assigned based on operational needs while in the field.
In turn, the same work crews can input data and upload pictures in real time into MESH on
activities completed or in progress with comments along with labour resources used, materials, equipment, and contracted services. This will eliminate the need for paper based forms and
provide for central storage of digital information. The data received has the capability to be further
analyzed to establish benchmarks, accomplishments, Key Performance Indicators (KPI) and unit
costs. Further, the work order management system, when fully established, will have the capability
to set parameters for planning and scheduling maintenance tasks.
Staff will have the ability to receive reports daily, weekly, monthly, quarterly and on an as needed
basis on key metrics once the benchmarks have been established. Supervisors will have the
capability to pull data and report on productivity measured against the benchmarks set by the
department. Using the analytics produced by the MESH, departments can increase productivity
and decrease downtime by improving work flow through standardization. All departments will be
able to find efficiencies by analyzing the data produced by MESH to optimize their workforce
based on routing and scheduling. This can potentially reduce costs, assist with budget planning, and help to make better informed decisions.
During the pilot project, there were several modules that were tested to ensure the system met the
requirements outlined by Public Works and Facilities Maintenance. With the assistance of the
Information Technology department, the work order management system has been able to communicate and integrate with the City’s Amanda 7 software and is easily adopted by staff.
Modules completed to date include block pruning, tree maintenance, waste collection in parks and
on roadsides, signs inventory, underground utility locates, and an internet request form for City
Hall facilities. The work order management system in Public Works and Facilities Maintenance will
have over 100 activities when fully implemented by 2026.
OPS 05-21 December 13, 2021
Subject: Government Evolved (Go Evo) MESH Work Order Management System
MESH has demonstrated its capability to be customized, scalable for future growth of Public
Works and Facilities Maintenance and ability to communicate and integrate with other software
used by the City.
Upon careful examination, Public Works and Facilities Maintenance recommend to proceed with implementing the Government Evolved (Go Evo) Work Order Management System. The total gross project cost is estimated to be $499,622.81 (HST included) and the total net project cost is $449,926.00, with approval for Year 1 in the amount of $50,487.00 (net of HST rebate). Once
approved, Public Works and Facilities Maintenance can prepare for implementation in Q1, 2022 and purchase order be prepared for Year 1.
Attachment:
1. Sole Source Memo dated August, 24, 2020
Prepared By:
Original Signed By:
Brian Duffield Operations Director
Original Signed By:
Sarah Douglas Murray
Director, Community Services
Approved/Endorsed By:
Original Signed By:
Stan Karwowski, MBA, CPA, CMA, Director, Finance & Treasurer
BD:sv
Recommended for the consideration
of Pickering City Council
Original Signed By:
Marisa Carpino, M.A.
Chief Administrative Officer
Attachment #1 to Report OPS 05-21
the full software solution for up to 150 users and include a dashboard for staff to enter work order requests ..
In accordance with the Purchasing Policy, Section 09.07, A single source or sole source
purchase over $10,000 and up to $30,000 is subject to the approval, of the Manager and the Director. The proposed expenditure of $27,442.00 (excluding HST) falls within these limits.
Prepared By: Approved/Endorsed By:
Original Signed By: Original Signed By:
Rob Burlie, P. Eng. Brian Duffield. Manager, Public Works (Acting) Director, Community Services
Original Signed By:
Ray R drigues Manager, Supply & Services RB:rb
Attachments: Proposal -Mesh Operations Management System July 14 2020
Pricing -Full Rollout -Pickering Go Evo Pilot Hardware Requirements RB July 14, 2020
August 24, 2020 Page 3 of 3
Request to Sole Source Go Evo (Government Evolved) MESH Operations Management Software
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