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Mariemont staff proposes iWORKS for service department; council asks for competitive bids
Summary
Staff proposed adopting iWORKS work-order software to manage service-department work orders and asset tracking. Council asked staff to collect additional competitive bids and return for a decision at the December meeting.
Rod and Ben presented iWORKS, a work-order and asset-management system already in use in the village’s building-permits department, as a candidate for the service department. Presenters said iWORKS offers a resident module, mapping and work-order templates that could track tasks, time and budgeting per asset.
Council members raised procurement concerns: the staff recommendation initially included only iWORKS, and several councillors requested additional competitive bids before committing to a multi-year contract. Cost options discussed included an experimental one-year commitment (higher one-time cost) versus a three-year plan with lower annual fees (staff cited roughly $3,500/year under a three-year model but noted some one-time setup/configuration costs).
Members also asked about training time and operational implications; staff said templates and many data fields exist already and that training should be included in upfront costs. The council agreed that staff should seek at least one additional competitive quote and return with a comparison to the Dec. 15 meeting for final action.
No binding procurement decision was made; staff were instructed to collect competitive bids and provide an updated recommendation for the next council meeting.
