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09-11-2018 CC Rpt 13COUNCIL AGENDA STAFF REPORTCOUNCIL AGENDA STAFF REPORT TO: HONORABLE MAYOR AND CITY COUNCIL MEMBERS DATE: SEPTEMBER 11, 2018 FROM: CITY MANAGER ITEM NO:13 SUBJECT:SERVICE ORDERS AND PREVENTIVE MAINTENANCE MANAGEMENT SOFTWARE RECOMMENDATION: Authorize the execution of a one-year agreement with iWorQ Systems, Inc. (iWorQ), expiring September 11, 2019, with four (4) one-year renewal options in an amount not-to- exceed $75,000 for a web-based service orders and preventive maintenance software. BACKGROUND/ANALYSIS: In Fiscal Year 2006-07, the City of Chino Hills' Public Works Department implemented the use of a web-based software, hosted by iWorQ, for the recording and tracking of service orders and preventive maintenance efforts. Its service order modules provide for the effective management of facilities, graffiti abatement, parks, landscaping, streets, water, storm drain, and sewer maintenance and repairs. Data captured within additionally enables Public Works staff to identify and assess problem areas, and take proactive measures through the advanced scheduling of maintenance and repairs. The software further provides job costing, inventory, reporting, and records management capabilities. The City presently budgets $15,000 annually for software licensing and support. City staff has remained diligent in evaluating alternative software solutions by scheduling product demonstrations and seeking feedback from other municipalities. We recommend continuing with an annual iWorQ contract until such time a suitable replacement has been identified and properly vetted. ENVIRONMENTAL (CEQA) REVIEW: This action is not a project within the meaning of the California Environmental Quality Act (California Public Resources Code §§ 21000, et seq.; "CEQA") and CEQA Guidelines (Title 14 California Code Regulations §§ 15000, et seq.) Section 15378 because it establishes rules and procedures to implement government funding mechanisms; does not involve any commitment to a specific project which could result in a potentially significant physical impact on the environment; and constitutes an organizational or administrative activity that will not result in direct or indirect physical changes in the environment. This item is, therefore, exempt from CEQA review (see specifically 14 CCR § 15378(b)(4-5)). FISCAL IMPACT: There is sufficient funding in the Information Technology Division operating budget to cover the Fiscal Year 2018-19 cost of the iWorQ contract. Future contract costs will be budgeted for in the appropriate fiscal year. 71/131 REVIEWED BY OTHERS: This item has been reviewed by the Public Works Director and Finance Director. Respectfully Submitted,Recommended By: Attachments Agreement Exhibit A Exhibit B 72/131 73/131 74/131 75/131 76/131 77/131 78/131 79/131 80/131 81/131 82/131 83/131