HomeMy WebLinkAboutA013 - Resolution waiving the City's Purchasing Policy requirement for competitive bidding & awarding a three-year contract for Computerized Maintenance Management Software to Limble CMMS LLC, Lehi, UTITEM #:13
DATE:11-18-25
DEPT:ELEC
SUBJECT:COMPUTERIZED MAINTENANCE MANAGEMENT SOFTWARE FOR
POWER PLANT
COUNCIL ACTION FORM
BACKGROUND:
The Power Plant uses a Computerized Maintenance Management Software (CMMS) system
which tracks asset health, maintenance records, work orders, and inventory. It is crucial to
have an up-to-date system to assure power plant reliability and efficiency. Limble Solutions
LLC is currently the provider for the cloud-based CMMS that the Power Plant uses.
In 2019, City staff sought proposals from companies for both software-as-a-service (SAAS)
and purchased software solutions to replace the existing system. On August 27, 2019, City
Council awarded a three-year agreement to Limble CMMS, Lehi, Utah. This product has
allowed all plant employees to have easy, mobile access to all inventory, parts, work requests,
and preventative maintenance tasks. The cloud-based system also allows software updates to
be administered automatically, meaning the Power Plant continues to have the most up-to-
date version. Besides access to the software, the annual price covers set up, maintenance
fees, data backup, and instant customer support. The Limble system has proven to have good
inventory management, work order capabilities, plant status quick view, usability, and
scheduling abilities.
On October 25, 2022, City Council awarded another three-year agreement to Limble CMMS,
Lehi, Utah. This agreement expired on October 31, 2025.
Plant staff performed extensive research before implementing Limble CMMS, finding it was the
best CMMS to use at the Power Plant considering price and performance. Staff went through
a considerable amount of effort changing from the previous CMMS to the Limble system and
while the data format is now in a state that makes it easier to move to another platform,
changing to a different CMMS platform would still be very time consuming and difficult if the
decision was made to separate from Limble and go with another provider.
Limble has agreed to another three-year contract with a 0% increase in cost. This
includes a preferred Partner Discount of 20% and a discount of 10% because the
contract is for three years. The City will pay $94,374 from the FY 2025/26 budget to
receive the discount. This one-time payment covers all three years of service. $100,000
is available in the FY 2025/26 Power Plant Operations account for software services.
City Council is being asked to waive the City’s purchasing policies requiring formal competitive
bids and award another three-year agreement to Limble CMMS, Lehi, Utah in the amount of
$94,374 (inclusive of Iowa sales tax).
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ALTERNATIVES:
1. a. Waive the City's Purchasing Policy requirement for competitive bids.
b. Award a three-year contract for Computerized Maintenance Management Software to
Limble CMMS, Lehi, Utah in the amount of $94,374 (inclusive of Iowa sales tax).
2. Do not approve the contract and adopt a “pay as you go” approach for these needed
services.
CITY MANAGER'S RECOMMENDED ACTION:
Limble CMMS has proven itself as an essential tool in the Power Plant’s maintenance
program. Pricing for the proposed three-year contract will stay the same as the
previous three-year contract. The continuation of Limble CMMS assures the use of a
versatile product that assists plant staff in maintaining the facility and equipment to
achieve reliability and efficiency. Therefore, it is the recommendation of the City Manager
that the City Council adopt Alternative No.1 as stated above.
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