HomeMy WebLinkAbout9B Asset-Management Software Contract Approval Report
Phone 952.447.9800 / Fax 952.447.4245 / www.cityofpriorlake.com
4646 Dakota Street SE
Prior Lake, MN 55372
CITY COUNCIL AGENDA REPORT
MEETING DATE: AUGUST 6, 2017
AGENDA #: 9B
PREPARED BY: JASON WEDEL, PUBLIC WORKS DIRECTOR/CITY ENGINEER
PRESENTED BY: JASON WEDEL
AGENDA ITEM: CONSIDER APPROVAL OF A RESOLUTION ACCEPTING PROPOSAL AND
AUTHORIZING THE MAYOR AND CITY MANAGER TO EXECUTE THE CITY’S
STANDARDIZED PROFESSIONAL SERVICES CONTRACT FOR THE
REPLACEMENT OF THE CITY’S ASSET-MANAGEMENT SOFTWARE
DISCUSSION: Introduction
The City’s existing asset-management software, Cartograph Navigator, was
installed in 2002. In 2013 Cartograph ended development support for the
software. Cartograph Navigator also cannot be installed on Windows 10
computers, so the city has had to keep an older computer specifically for running
Cartograph Navigator. To eliminate the outdated software, more efficiently and
accurately track the condition and maintenance of City infrastructure, and to
schedule preventative maintenance work, staff have sought an update to the city’s
asset-management software.
City staff sent out Requests for Proposals (RFP’s) to four different vendors that
provide this type of software to municipalities. Three companies replied to the
RFP. The three vendors were Cartograph, Dude Solutions, and Beehive
Industries. In addition to the RFPs that provided detailed descriptions of their
solutions and associated pricing, the vendors also held on-site demonstrations
involving city staff from all levels within public works. Input was then gathered
from staff to aid in the evaluation process.
After evaluating the proposals, Staff recommend the City contract with Beehive
Industries, Inc. to purchase their hosted software solution as it best meets the City’s
goals in asset- and work-management.
History
The City of Prior Lake’s current asset-management software has reached the end
of its useful life. In 2002 the City purchased Cartograph Navigator software to
collect pavement inspection data. Timesheets and other GIS-related infrastructure
assets were added over time, but little inspection or maintenance data was
collected. Starting in 2013, the City moved its Fleet maintenance records to
Cartograph as well as sanitary lift station inspection records, annual storm sewer
inspection records, and detailed timesheets for Public Works, Engineering, and
Buildings/Community Development. That same year Cartograph discontinued
development support for its Navigator system and moved to new web-based
platform, Cartograph OMS; an upgrade with a significant price increase.
The City has a long history with asset-management and has made progress in
moving many state- and federally-mandated or insurance-related inspections into
Cartograph (e.g. storm sewer infrastructure, sanitary sewer lift stations,
playgrounds, etc.). Other inspections are used to prioritize Capital Improvement
Plan (CIP) and other maintenance work (e.g. pavement inspections). Fleet
management is currently the most sophisticated aspect of the City’s applications
where all inspection and maintenance work on each of the city’s 100 plus pieces of
construction equipment is recorded to assist in replacement prioritization.
Preventative maintenance of vehicles is triggered by software mileage entries in
the fuel management system that integrates directly with Cartograph. As the City
grows there is a need to develop similar tracking and scheduling for city facilities
and infrastructure.
Cartograph ended support for its Navigator software in 2013. Navigator cannot be
installed on Windows 10 computers, meaning that it cannot be installed on new
city computers as old ones are replaced. To make things further complicated
Microsoft plans to end support for Windows 7 in January 2020. Cartograph
Navigator has no ability to utilize mobile devices for data collection. Navigator also
limits the number of users, meaning that only 7 users can be logged into the
software at the same time.
Current Circumstances
The City received three proposals from the four solicited vendors. The proposers
included the City’s current provider, Cartograph, Inc. as well as Dude Solutions,
Inc. and Beehive Industries. All three companies have a presence in Minnesota
and provided references of comparable users in local cities.
The total proposed cost for implementation of the software and conversion of
existing data was as follows:
Company Implementation Impel. + 5 years
Cartograph OMS $95,900 $262,115
Dude Solutions $31,710 $186,649
Beehive Industries $60,950 $235,200
All three proposals would provide the City with a major improvement in its ability to
track infrastructure assets, inspections, and maintenance work. However, there
are notable differences in the manner of implementation, licensing agreements,
and integration and support for the City’s GIS data repository.
Cartograph was significantly more expensive than the other solutions, has limited
license seats (users) and their proposal indicated additional undocumented costs
to integrate with the City’s GIS data repository. Dude Solutions was significantly
less expensive than the other proposers, but also has significant GIS data
management costs. For both Cartograph and Dude Solutions the City would need
to invest in up to an additional $30,000 for GIS management costs.
There were also concerns about the ability to convert the City’s existing
Cartograph database into their system, and the lack of MN customers using their
entire citywide suite.
Beehive Industries provided a solution with unlimited license seats (unlimited
users) and includes options to allow the City to integrate its GIS data records with
their system at no additional cost. City Staff found the Beehive solution most
intuitive of the three and they can meet the City’s needs in maintaining timesheets
for public works staff without requiring a second software solution. Beehive’s
solution allows the City to scale up its GIS capabilities over time as needed.
Woodbury, MN converted from Cartograph Navigator to Beehive a year ago and is
very satisfied with the result. City Staff have visited Woodbury to look closer at
their implementation and to ensure that the software functions as advertised.
ISSUES: All three systems will be hosted off-site to reduce the need to expand City IT
infrastructure (server and disk space, database licenses) and to reduce security
concerns by eliminating the need to open portals in the City’s network firewall.
Hosted solutions mean that the City’s data is held on a third-party server, so
access to the full database is a necessary requirement in the event the City
desires to end its relationship with a company. Beehive Industries is the only
responding vendor who provides full city access to its data set in its native format
and at no additional cost.
All three solutions are heavily integrated with GIS data to identify inspection and
maintenance locations. Only Beehive allows the City to utilize its GIS dataset as
the City’s permanent GIS data archive while allowing full access from the City’s
desktop GIS software. The other providers required the City to purchase additional
GIS software to fully integrate their GIS data repository into the City’s desktop GIS
operations. The additional software would cost upwards of $10,000-$15,000 to
implement and $10,000-$15,000 in annual license fees, depending on the exact
implementation and licensing method chosen. Beehive’s proposal allows direct
integration between their archive of the City’s GIS data and the local desktop GIS
mapping work done by staff.
FINANCIAL
IMPACT:
As stated above, the first-year implementation cost for Beehive’s solution is
$60,950 and includes software licensing for the first year, conversion of the City’s
existing Navigator data into the Beehive database (for historical records), training,
and customization of workflows and procedures. The contract includes an
unlimited number of users, so there is no additional cost to add users such as
summer seasonal staff. Ongoing annual licensing for the subsequent 5 years is
anticipated at $174,250 or $34,850 a year.
The 2018 budget for the replacement of Cartograph Navigator is $56,670. Any
cost difference between budget and actual cost will come from reserves. While full
implementation of a citizen-request portal is not included in the Beehive proposal,
the software does include the platform for future implementation of such a portal
when and if the City decides to move forward with it. Beehive is compatible with
multiple existing citizen-request portals on the market.
ALTERNATIVES: 1. Motion and second to approve a Resolution accepting Beehive Industries
proposal and authorize the Mayor and City Manager to execute the City’s
Standardized Professional Services Contract for the 2018 Asset-
Management Software Replacement Project.
2. Deny this item for a specific reason and provide staff with direction.
3. Table this item until some date in the future.
RECOMMENDED
MOTION:
Alternative #1
4646 Dakota Street SE
Prior Lake, MN 55372
RESOLUTION 18-xxx
A RESOLUTION ACCEPTING PROPOSAL AND AUTHORIZING THE EXECUTION OF THE
CITY’S STANDARD PROFESSIONAL SERVICES CONTRACT FOR THE 2018 ASSET-
MANAGEMENT SOFTWARE REPLACEMENT PROJECT (PUB17-000002)
Motion By: Second By:
WHEREAS, The city’s present software dates back to 2002 and consequently replacement of the
City’s Asset-Management Software was identified in the 2018 Technology Plan; and
WHEREAS, Proposals were received, opened, and tabulated according to law; and
WHEREAS, The following proposals were received:
Company Implementation Implem. + 5
years
Beehive Industries $60,950 $235,200
Cartegraph OMS $95,900 $262,115
Dude Solutions $31,710 $186,649
and;
WHEREAS,
Beehive Industries is a responsible vendor for replacement of both the software solution
and implementation plan; and
WHEREAS,
WHEREAS,
The proposal amount is $60,950 for both the asset-management software solution and
implementation plan;
The proposed software from Beehive is viewed to be the most user friendly and does not
require additional costs for hosting GIS applications which would be approximately
$30,000. The cost is therefore only slightly higher than the lowest proposal and will
provide the best long-term solution for the City.
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. Beehive Industries is the selected responsible vendor.
3. The Mayor and the City Manager are authorized to execute the City’s Standardized Professional
Services Contract with Beehive for an amount of $60,950.
4. Funding for this work will be $18,890 from each of these Accounts 101-41920.00-55570.00, 601-
49400.00-55570.00.0 and 604-49400.00-555570.00 and any cost difference between budget and actual
cost will come from reserves for those three accounts.
2
PASSED AND ADOPTED THIS 6TH DAY OF AUGUST 2018.
VOTE Briggs McGuire Thompson Braid Burkart
Aye ☐ ☐ ☐ ☐ ☐
Nay ☐ ☐ ☐ ☐ ☐
Abstain ☐ ☐ ☐ ☐ ☐
Absent ☐ ☐ ☐ ☐ ☐
______________________________
Frank Boyles, City Manager