TO: Mayor and Commissioners
FROM: Mickey Baker, IT Director
THROUGH: Mark R. Lauzier, City Manager
DATE: June 19, 2018
Title
RESOLUTION NO. 66-18: A RESOLUTION OF THE CITY OF DELRAY BEACH, FLORIDA APPROVING A TWO YEAR AGREEMENT WITH BLACK & VEATCH CORPORATION, IN AN AMOUNT NOT TO EXCEED $527,334 AND A THREE YEAR AGREEMENT WITH AZTECA SYSTEMS, LLC., IN AN AMOUNT NOT TO EXCEED $205,000 FOR PURCHASE AND IMPLEMENTATION OF CITYWORKS ASSET MANAGEMENT AND WORK MANAGEMENT SOLUTIONS; AUTHORIZING THE CITY MANAGER TO TAKE ALL ACTIONS NECESSARY TO EFFECTUATE THE AGREEMENTS; AND FOR OTHER PURPOSES.
Recommendation
Recommended Action:
Motion to Approve Resolution No. 66-18 approving agreements with Black & Veatch Corporation (B&V) in an amount not to exceed $527,334 for two years, and Azteca Systems, LLC. in an amount not to exceed $205,000 for three years, for purchase and implementation of Cityworks Asset Management and Work Management Solutions.
Body
Background:
The City of Delray Beach (City), in particular the Utilities, Parks and Public Works Departments, have been utilizing an Asset Management and Work Order solution from Cartegraph since 2011. A Work Order Management system involves two fundamental practices - reactive and scheduled maintenance. Reactive maintenance occurs when someone interacts with or recognizes a problem with an asset or with an infrastructure system. For example, a citizen may call the local government agency to report a pothole or damaged street sign. The work done to inspect and resolve the issue is known as reactive maintenance. Most reactive issues begin with a Service Request. Scheduled maintenance is often referred to as preventive maintenance and is typically associated with regularly scheduled procedures to ensure the performance of an asset either individually or as a part of a larger system. For example, streets and highways need periodic inspection to insure they meet specific criteria. An Asset Management program can be defined as managing infrastructure capital assets to minimize the total cost of owning, operating, and maintaining assets at acceptable levels of service. The version of Cartegraph installed at the City is at end of life, will no longer be supported and will cease to function as of September 30, 2018. Thus, the Cartegraph application will no longer meet the needs of the City.
A new Asset Management and Work Management System must be implemented prior to Cartegraph stoppage on September 30, 2018. City staff has reviewed several programs that can provide this function. After their evaluation, City staff is recommending the use of Cityworks. Founded in 1986, Azteca Systems, owner of Cityworks, supports more than 650 customers throughout the United States and around the world ranging in size from single user sites to installations that service millions of people and multiple disciplines. These clients include public works agencies, large and small communities, water/wastewater/stormwater districts, streets and traffic, parks and recreation, facilities, and other organizations involved with capital assets infrastructure and the maintenance associated with its care and operation. Cityworks is a recognized industry leader in Asset Management and Work Management solutions. The Cityworks application is a GIS-centric, (Geographic Information System), solution integrated with ESRI’s GIS technology. The Cityworks approach is innovative and unique among a cadre of legacy systems, leveraging the inherent value and investment of GIS data.
Azteca Systems sells the license for the Cityworks Asset Management and Work Order program but the City must hire an implementing company to install the program. After investigation, City staff is recommending hiring Black & Veatch Corporation. Black & Veatch Corporation is a Silver Implementation Partner and is a leading global engineering, consulting and construction company specializing in serving the water, energy and telecommunications markets. Black & Veatch Corporation has the experience and team members available to implement Cityworks Asset Management System (AMS) and Computerized Maintenance Management System (CMMS) in the short timeframe required by the City. The Black & Veatch implementation team has worked together for over ten (10) years and has experience with over fifteen (15) Cityworks implementations including migrations from Cartegraph. Software Licensing and Maintenance will be directly through Azteca Systems, LLC., Cityworks.
The requested work will be implemented in phases, due to the short timeframe for the City to be off Cartegraph, and will include:
1. Purchasing of the Cityworks license (Phase 1)
2. Migration of the City's existing data from Cartegraph (Phase 1)
3. Implementation of the Cityworks program (Phase 1)
4. Training of staff on the Cityworks program (Phase 1 and 2)
5. Maintenance of the Cityworks program (Phase 1 and 2)
6. Expansion of the Cityworks Work Order system to all City Departments requiring work orders.(Phase 2)
7. Integration to New World financials (Phase 2)
8. Integration of GovQA Citizen Portal (Phase 2)
9. Implementation of Warehouse Inventory management (Phase 2)
The costs are as follows:
Black & Veatch - Phase 1 - $202,334
Cityworks Licensing - Year 1 $55,000
Black & Veatch - Phase 2 - $325,000
Cityworks Licensing - Year 2 $70,000
Cityworks Licensing - Year 3 $80,000
$732,334
Attachments:
Memo - Bid Waiver Acquisition
Legal Review Checklist Black & Veatch
Legal Review Checklist Cityworks
Resolution No 66-18
Black & Veatch Agreement
Black & Veatch - Attachment B - Compensation
Cityworks License Agreement
City Attorney Review:
Approved as to form and legal sufficiency.
Funding Source/Financial Impact:
441-36-000-536-68-10 Capital Outlay Software
Phase 1 costs for implementation and licensing are in the 2017/18 budget.
Phase 2 costs for implementation and licensing are requested in the 2018/19 budget.
Cityworks licensing for year 3 will be requested in the 2019/20 budget.
Timing of Request:
This item is time sensitive since Cartegraph will cease operations as of October 1, 2018.