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Home My WebLink About10D - City Software License Agreement with CarteGraph Systems, Inc. MEETING DATE: AGENDA #: PREPARED BY: AGENDA ITEM: DISCUSSION: APRIL 20, 2009 10D CRAIG ELDRED, STREET AND UTILITIES SUPERVISOR JENNIFER WITTKOPF, PUBLIC WORKS COORDINATOR CONSIDER APPROVAL OF A RESOLUTION AUTHORIZING STAFF TO EXPAND THE CITY SOFTWARE LICENSE AGREEMENT WITH CARTEGRAPH SYSTEMS, INC. Introduction The purpose of this agenda item is to seek City Council approval to expand the City software license agreement with CarteGraph Systems, Inc. to include flexible or "flex licensing". Historv Since 2001, City staff has utilized a Pavement View computer software license supplied and supported by CarteGraph for recording, tracking and managing street maintenance, repair, reconstruction and Capital Improvement Program (CIP) planning for the entire Prior Lake community. Current Circumstances The software currently in use is limited in its application and does not allow staff to record and manage the vast majority of City infrastructure. The City owns and maintains more than $250 million worth of infrastructure which includes streets, buildings, parks, trails, sewers, watermains and storm water systems. Currently staff utilizes basic spreadsheet and hardcopy systems to manage City infrastructure. Staff believes it is advisable to develop or use a computerized maintenance management system (CMMS) to track and manage the City's infrastructure assets and work orders. A computerized database system of this type allows users to store data and produce reports providing comprehensive information to make informed decisions. Having a system that tracks work orders and assets will benefit the City in many ways. Staff will be able to respond to citizen concerns more quickly, whether it is answering a question on the phone in the office or having a mobile connection to the data in the field when working on residential and emergency maintenance. Staff will also be able to proactively plan for maintenance and replacement of infrastructure, based on the asset history that is recorded in the database. This will also allow staff to prepare a more effective budget and CIP. The current system does not easily allow staff to provide "true cost analysis" for services which combines labor, equipment, fuel and material costs for budgeting decisions. The system can also be used to record electronic timesheets. Currently, administrative staff spends several hours per pay period reviewing, correcting and tracking staff time from paper timesheets. The current method limits staff's capabilities for comprehensive analysis and reporting. R\Council\2009 Agenda Reporls\04 20 09\cartegraph a~"stlUyofpriorlake.com Phone 952.447.9800 / Fax 952.447.4245 By utilizing a CMMS, the time tracking component can be tied directly to each asset that is being maintained, and also to a specific project work order. This will allow staff to track projects from beginning to end, having an up-to-date status and historic record of related incidents. This also provides the ability to track project time and costs for on-going maintenance activities with multiple inputs (such as snow plowing, which includes staff time, fuel, salt and other materials). Additionally, the system will allow staff to track expenses from multiple departments under one work order (such as Lakefront Days and athletic tournaments) to determine the true cost of such events. The querying and reporting capabilities of a database will facilitate easy access to the information. Currently, for a project such as a season of snow plowing, staff spends many hours gathering information from a variety of sources and compiling it into a report. With the information being tracked in a work order and asset management system, the process can be automated. This will not only save staff time, but the comprehensive history will also provide for better planning and budget preparation for the future. Based on the above discussion, staff has investigated the CMMS options that are available for the City. The following analysis outlines the process utilized to determine the best system for the City to implement. 1. CMMS Options There are pre-built database programs currently available on the market for infrastructure management. These "out-of-the-box" products offer features specifically geared towards work order and asset management. This is functionality that the City can readily utilize and easily modify to integrate into existing City methods and procedures. Commercially-available software is supported and regularly updated by the manufacturer. Additionally, products in use by other communities in the metro area provide for a wide, local knowledge-base and opportunities to share resources for troubleshooting issues. The alternative to purchasing an existing software product would be having a custom database built from scratch. Custom-developed programs are typically expensive and time-consuming to create; requiring detailed plans, specifications and design that meet the needed function, security, flexibility and scalability of the program. Because there are existing "out-of-the-box" programs specifically designed for municipalities that typically cost less than custom-made programs, staff believes this is the best option. 2. Available Software Through research, staff identified two products currently available on the market for work order and asset management: CarteGraph (by CarteGraph Systems) and Cityworks (by Azteca Systems). These are the features that were compared between the two products: R\Council\2009 Agenda Reports\04 20 09\cartegraph agenda doc . link to existing GIS . customizable user interface . mobile access . available components . customizable reporting . data import I export . customizable functionality Both of the programs have similar features that address the City's general needs. There are minor differences in the available components; however, these are not as great of concern as the more major differences. There are two major differences in the software systems that staff used in determining to choose one system over the other. These are the connection to GIS and the software costs, as discussed below. Currently, a group of sixteen Minnesota cities and counties have a CarteGraph User Group to provide mutual support. The cities of Apple Valley, Woodbury, Burnsville, Rosemount and Shakopee all currently utilize this system. Cityworks is currently utilized by Coon Rapids, Edina and Eagan. 3. Integration with City's Existing Geographic Information System (GIS) Both software vendors are business partners with ESRI, the City's GIS software provider. However, there is discrepancy between the connection and interface of each system with the ESRI GIS. Use of CarteGraph does not require additional GIS licenses, while Cityworks would require additional licenses for multiple users. It is anticipated that multiple departments and personnel will need to utilize this program at the same time. 4. CMMS Package Costs Staff solicited quotes from both vendors. Both software vendors have prices that are structured around the purchasing government entity's population. The initial investment costs are as follows: CarteGraph Cityworks Work I Asset Concurrent Use Licenses (5) GIS Single-Use Licenses (3) Conversion of Existing Pavement Management System * N/A $ 2,000 MicroPaver Integration * N/A $ 500 InstallationlTraining $ 5,000 $ 5,000 Total Initial Software Investment $10,750 $ 26,100 * Additional fees are included to convert the existing CarteGraph pavement management system into Cityworks (estimated) and to integrate Cityworks with a separate pavement analysis program $ 5,750 N/A $ 15,000 $ 3,600 Annual costs include technical support and software maintenance (upgrades), which is typical with technically-oriented software. Below are the associated annual costs, that would be due starting in 2010: CarteGraph $ 3,125 N/A $ 3,125 Annual Support I Maintenance Add'l GIS License Maintenance Cityworks $ 15,000 $ 950 $ 15,950 R:\Council\2009 Agenda Reports\04 20 09\cartegraph agenda doc 5. Expandability to Other City Departments A staff committee representing all departments has reviewed the CarteGraph system and recommends its purchase. This committee believes the system can be expanded over time to serve all departments. Staff is proposing to purchase a five user license that will allow up to 5 users at a time for data entry. This does not restrict the number of personnel who can access the data to five. This can~xpanded in the future as needed. Staff has researched the number of users we should expand our license to with CarteGraph and other Cities. They have indicated that for our initial use, including timesheets that five should be sufficient if we use a scheduled process. Conclusion Based on cost and compatibility with the City's existing GIS and pavement management programs, staff is recommending that the City expand the current CarteGraph license. On March 30th, the City's Communication and Technology Advisory Committee reviewed and recommended the purchase of the expanded license agreement with CarteGraph. ISSUES: Maintaining a database of work orders and infrastructure in the City will provide efficient access to information. Staff will be able to provide better customer service with this information by reducing response time, planning for future investments and expanding and developing additional proactive maintenance programs for the City's infrastructure. The alternative to utilizing a CMMS is to continue to utilize a manual tracking I management system. Because of the City's relatively small staff size, this will result in the allocation of more staff hours to maintain records and the current level of service. FINANCIAL IMPACT: This purchase is budgeted in the 2009 Water and Sewer Fund and the required funding is available. On-going future costs include an annual maintenance plan for the software ($3,125 in 2010). The annual maintenance plan is for all software upgrades, technical support and user group membership. This annual cost will be included in the Data Processing budget in future years. ALTERNATIVES: 1. Authorize City staff to expand the software license agreement with CarteGraph Systems, Inc. 2. Table this item for a specific reason. 3. Deny this agenda item for a specific reason and provide staff with direction. RECOMMENDED MOTION: Alternative #1 ReVieWri7~ ~ Frank Boyles, arty Manager R:\Council\2009 Agenda Reports\04 20 09\cartegraph agenda doc A RESOLUTION AUTHORIZING CITY STAFF TO EXPAND THE CITY SOFTWARE LICENSE AGREEMENT WITH CARTEGRAPH SYSTEMS, INC. Motion By: Second By: WHEREAS, City staff have utilized current CarteGraph Computerized Maintenance Management System (CMMS) software; and WHEREAS, Substantial investments have been made in the City's utility and fixed asset infrastructure; and WHEREAS, City staff has researched options for CMMS and the Communication and Technology Committee has reviewed and recommended the purchase of the expanded software license; and WHEREAS, The purchase of the expanded CMMS license will allow staff to operate more efficiently and to make informed decisions with regards to budgeting and management of City infrastructure; and WHEREAS, The total cost for the expanded license is identified in the chart below: Component Flex Licenses (5 total) Installation & implementation Total 2009 Cost Cost $ 5,750 $ 5,000 $ 10,750 NOW THEREFORE, BE IT HEREBY RESOLVED BY THE CITY COUNCIL OF PRIOR LAKE, MINNESOTA as follows: 1. The recitals set forth above are incorporated herein. 2. The City Council approves authorization for City staff to expand the City software license agreement with CarteGraph Systems, Inc. to include "flex licensing" for an amount not to exceed $10,750. 3. Funds for the additional software license in the amount of $10,750 are to be drawn from the following accounts: 49400-407 ($5,350), 49450-407 ($5,400). PASSED AND ADOPTED THIS 20TH DAY OF APRIL 2009. YES NO Haugen Erickson Hedberg leMair Millar Haugen Erickson Hedberg leMair Millar Frank Boyles, City Manager R\Council\2009 Agenda Reports\04 20 09\cartegraph re~.cityofpriorlake.com Phone 952.447.9800 / Fax 952.447.4245