Notice of intent to Award 

For

Upgrade of Current Computerized Maintenance Management Software (CMMS) for Recreational Facilities

Notice of Intent to Award No.: NOIA-2024-0047

Issued: March 25, 2024

1. Notice of Intent to Award (“NOIA”)

This Notice of Intent to Award is issued by City of St. Albert (the “City’) for procurements as required by policy and trade agreements in relation to a specific procurement, as detailed below. 

This is a public notice indicating to the vendor community that the City intends to award a contract for goods, services or construction to a pre‐identified vendor, thereby allowing other vendors to signal their interest in bidding, by submitting a Statement of Capabilities. If no vendor submits a Statement of Capabilities that meets the requirements set out in this NOIA, on or before the closing date specified above, the City may then proceed with the award to the pre‐ identified vendor.

The City has a requirement for an upgrade of current CMMS for Recreational Facilities for City use. The purpose of this NOIA is to signal the City’s intention to award a contract for these services and/or goods to the vendor identified in this notice.

Before awarding a contract, however, the City provides other vendors with the opportunity to demonstrate that they can satisfy the requirements set out in this NOIA by submitting a Statement of Capabilities during the posting period.

If other potential vendors submit Statements of Capabilities during the posting period that meet the requirements set out in the NOIA, the City may undertake a public bid solicitation process in order to award the contract to a vendor that meets the City’s requirements. If no other vendor submits, on or before the closing date a Statement of Capabilities meeting the requirements set out in this NOIA, a contract will be awarded to the pre‐selected vendor.

2. Description of Procurement

The current CMMS system, Maintenance Edge, has been in use by Recreation Infrastructure for approximately 10 years.  To maintain the existing level of service delivery and align with maintenance management standards, the City intend to upgrade the system to the advanced version for 19-month subscription period with an option to renew based on its need, as explained further in Section 3. Justification of Award.

3. Justification of Award

Maintenance Edge CMMS serves as a centralized database for managing maintenance and work order requests across the Recreation facilities. To maintain the existing level of service delivery and align with maintenance management standards, upgrading to the advanced version is crucial.  Asset Essentials is built on the same software & IT platform as the existing Maintenance Edge package. This solution also offers enhanced notification, reporting and database capabilities along with the standard baseline functionalities which are essential to advance to the next stages in maintenance management practices. The upgrade will ensure seamless data migration, quicker deployment, timely and specialized assistance with familiarity.  Implementing Asset Essentials also lays a strong foundation towards prospective corporate wide enterprise software packages as they become available in future.  The overall objective is to enhance Recreation Infrastructure operational efficiency, ensure legislated maintenance is easily tracked and streamline maintenance planning thereby ensuring sustainable maintenance management of our Recreation facilities.

Brightly Software Canada Inc, a Siemens Company, is the provider of Maintenance Edge and Asset Essentials

The City did not call for open competitive proposals for the following reasons: 

1. The City is in the middle of a procurement process (RFP2023-0096 EMM-AM Software Platform) that will cover the need of the department moving forward. This procurement is a “bridge” solution to meet the business unit’s need until the complete implementation of the new EMM-AM platform.
2. A substantive investment on time and resources has already been made by the City for the CMMS. Any changes on the supplier and solution would cause significant duplication of costs to the City.
3. Maintenance Edge is considered a critical piece of the City’s CMM system. Transition to a new system can be reasonably expected to cause operational disruption for Recreation facilities which is contrary to the City’s best interest.
4. Retraining of the appropriate staff would be required which will create a resource strain and a disturbance to regular operational activities.

4. Criteria for assessment of the Statement of Capabilities (Minimum Essential Requirements)

Any interested vendor must demonstrate in a Statement of Capabilities how they meet all the listings below. The City reserves the right to validate the submitted Statement Capabilities within a set time period (if applicable).

1. Ability to supply the service at the same (if not exceeded) requirements, as noted in Section 2. Description of Procurement, and 3. Justification of Award
2. Ability to supply the equal product and implementation at equal or lesser cost.
3. Ability to supply the system with minimal impact to facility operations.
4. Consistent with familiarization of existing CMMS system and asset inventory.

5. Award Details 

1. Vendor (pre-identified):  Brightly Software Canada Inc
2. Time Frame for Delivery or Length of Contract and Extension Options

The City intends to award for 19-month subscriptions but may choose to renew based on the complete implementation of the resulting contract from the RFP2023-0096 EMM-AM Software Platform

c. Value: 19-month subscription $32,672.79excluding GST.

1. Year 1 (7 months): $10,253.58 
2. Year 1 (upgrade implementation services): $3,787.00
3. Year 2 (12 months): $18,632.21

6. Deadline for Statement of Capabilities

The submission deadline for this NOIA is April 16, 2024 2:00:00 PM Local time. 

7. Contact Information

To contact the City in relation to this NOIA, respondents must initiate the communication electronically through the bidding system. The City will not accept any respondent’s communications by any other means, except as specifically stated in this NOIA.

For the purposes of this procurement process, 

Questions related to this NOIA are to be submitted through the bidding system only by clicking on the “Submit a Question” button for this specific notice.   

8. Statement of Capabilities Submission Instructions

If you intend to provide a Statement of Capabilities per these NOIA requirements, submit by using “Submit a Question” and adding an attachment in the bidding system.

9. Trade Agreements 

Unless otherwise indicated, and subject to applicable exceptions and exclusions, this procurement is covered by:

N/A