HomeMy WebLinkAbout#11 Mobiletrak Warehouse Bar Coding Project AGENDA ITEM #11
r P, I
Public Utility District
MEETING DATE: April 3, 2024
TO: Board of Directors
FROM: Melanie Rives, Finance & Accounting Manager
Michael Salmon, Chief Financial Officer
SUBJECT: Considering Approval of a Professional Services Contract with
MOBILETrak for the District's Warehouse Bar Coding Project
APPROVED BY.
Brian C. Wright, General Manager
RECOMMENDATION:
Authorize the General Manager to execute a service contract with MOBILETrak for the
District's warehouse barcoding project, including entering into a one-year software
subscription, procurement of necessary hardware, and setup implementation service
fees totaling $19,590, plus a 10% change order authorization for a total contract
amount not to exceed $21,500.
BACKGROUND:
The Truckee Donner Public Utility District utilizes two locations (the 6,000 square foot
warehouse located at the District offices and the off-site corp yard), to store inventory
for Electric, Water, and Conservation. These locations house over 870 different
inventory items, consisting of nearly 300,000 units, and total over $2.25M in total
inventory. To date, all inventory charged to various projects has been tracked using
paper forms that are then manually entered into the NISC (National Information
Solutions Cooperative) ERP system. The NISC system integrates operations with
Finance and is integral to the District's business processes. The District's financial
module of NISC is the sole accounting software used by the District for accounts
payable, asset management, general ledger, material inventories, payroll, purchasing
and work orders. In 2023, more than 400 handwritten material charge tickets were
created and then subsequently entered into the NISC system. Utilizing this manual
method of inventory tracking is both time-consuming and prone to errors, resulting in
inaccurate inventory counts as well as increased shrinkage/loss that occurs when
inventory items are not correctly charged for projects.
ANALYSIS AND BODY:
In accordance with industry best practices, the District is interested in implementing a
bar coding system by partnering with MOBILETrak (an Integrity Data Solutions
Company). MOBILETrak is a sole source vendor that provides real-time inventory
management solutions and most importantly integrates directly with the NISC ERP
Page 1 of 2
Page 27 of 159
system, providing real-time instantaneous collection of inventory data. This allows
major reductions in manual and/or labor-intensive operations, resulting in significant
time and cost savings. Currently, MOBILETrak serves over 135 Electric, Broadband,
Telecommunications, and Water Cooperatives.
Staff is presenting to the Board for consideration the approval of a quote from
MOBILETrak that includes:
• $5,995 - 1 year software subscription
• $995 - Initial account setup and integration
• $7,500 - On-site install, configuration and travel fees
• $5,100 - Hardware and supplies
Additionally, not included in this contract authorization, NISC will charge a one-time
Material Barcode interface implementation fee of$500, as well as a monthly recurring
fee of $50.
GOALS AND OBJECTIVES:
District Code 1 .05.020 Objectives:
6. Manage the District in an effective, efficient and fiscally responsible manner.
District Code 1 .05.030 Goals:
1. Manage for Financial Stability and Resiliency
4. Take the best of private sector thinking to modernize the utility and add value to our
communities.
FISCAL IMPACT:
This item was anticipated and included in the FY24 and FY25 operating budgets of
Information Technology (annual software subscription) and Administrative Services (bar
coding hardware and setup implementation costs.
ATTACHMENTS:
None
Page 2 of 2
Page 28 of 159