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Home My WebLink About12/11/2018 Accept proposal for new asset/work management softwareBoardDocs® Pro Agenda Item Details Meeting Category Subject Access Type Preferred Date Absolute Date Fiscal Impact Dollar Amount Budgeted Budget Source Recommended Action Public Content Information Page I of 3 8.1 Motion to accept proposal for new asset/work management software in an amount not to exceed $144,230. Public Action Dec 11, 2018 Dec 11, 2018 Yes 144,230.00 Yes General Fund, Refuse Fund, Water Fund Accept the proposal from Cartegraph to provide an asset/work/customer relationship managemenl software solution for the Public Works Department in the amount not to exceed $144,230.00. The Public Works Department initially purchased Hansen software in 1994 to help manage certain water and sewer syste assets. Today, utilization of Hansen has expanded to include all Village -owned and/or maintained assets. This includes wate sanitary sewer, street, storm sewer, trees, grounds sites, buildings, equipment, and stockroom supplies. Presentl ove 100,000 assets are inventoried in the Hansen system. Inventory data includes spatial (location) data, attribute info atio (date installed, make, model, size, etc.) and network association (i.e. what homes are connected to a specific water main, etc. All data is maintained and updated by the Public Works staff. I Hansen software is also utilized to manage work orders scheduled against assets. Both scheduled and unscheduled a, (emergency) work is logged to track equipment, supplies, and personnel utilized. These work orders are then used to measurk" compliance with goals, monitor efficiency, assess asset condition, and memorialize work records. Additionally, Hansen software (Customer Relationship Management (CRM) module) is used to log customer requests for service. a, Every phone call, e-mail, letter, or walk-in visitor is logged into the Hansen system. Hansen software also integrates with thk" Village wide CRM system (Public Stuff). The Public Works Department processes approximately 7,000 service requests each yea r. Problem Statement Hansen is a web -based application with the database hosted on Village premises. Recently, Public Works and Informatio Technology staff have discussed the benefits of moving away from a hosted on -premises environment to a software -as -a service (cloud environment) solution. The impetus for this conversation is the mature life -cycle stage for on -premises hoste architecture. The current trend in the applications market is for solutions to migrate to a cloud environment with all backen support provided by the software company. Asset/work/customer relationship management software like Hansen will likely no be sustained in a locally -hosted environment over the long term. In addition, Information Technology staff is presently responsible for maintaining the Hansen backend network structure. As thc size and functionality of the software has grown, maintenance has become complex and time-consuming. The move from a https://www.boarddocs.com/il/vomp/Board.nsf/Public 12/21/2018 BoardDocs® Pro Page 2 of 3 hosted -on -premises architecture to a cloud -based environment would eliminate the need for Information Technology staff tit, support the software. All software and network support would be provided by the software manufacturer/vendor. In addition, a cloud -based solution would facilitate elimination of two (2) servers. This reduction would save $10,000 (each server is $5,000 and replaced on a five-year cycle). Additionally, the move to a cloud -based solution would enable an optimized mobile application for all users. The current, locally - hosted version of Hansen has a limited ability to operate on mobile devices like tablets and smart phones. It is not optimized to operate on these devices; it attempts to run the full version of the software available to network connected PCs and laptops. A move to a cloud based solution would facilitate efficient access for all users to a mobile solution optimized for tablets and smart phones. Request for Proposals As part of due diligence research, staff held in-depth conversations with Hansen about moving the current database build to a cloud -based environment. The move from the current set up to the Hansen cloud set up would cost $178,600. In addition, thit annual service cost would be $130,000. The current annual service and maintenance costs is $55,000. Staff found Hansen's proposed migration costs unexpectedly high; sufficiently pricey to warrant analysis of other softwart solutions in the marketplace despite our long and successful relationship with the firm. The Director of Innovation and Technology concurs with this assessment. Staff looked at the two (2) software solutions already installed on the Village computer network, including New World and Citizenserve, as a potential replacement for Hansen. The New World ERP solution used by the Finance Department does have a work/asset management component but it is uniquely aligned to utility billing and only works with metered accounts. Citizenserve, used by Community Development and Building Services, does not offer an asset management solution; it focuses on permitting, code enforcement and licensing. Subsequently, staff hosted five (5) software demonstrations with leading asset management software firms to assess the viability of other software solutions. On July 19, 2018, staff prepared a detailed request for proposals (RFP) and mailed it to five (5) firms that could implement a Public Works -oriented, cloud -based, asset/work/customer service management software with optimized mobile functionality. Three (3) proposals were received. The results are listed in Table 1. My Mae 1st Year Cost 2nd Year Cost 13rd Year Cost Cartegraph $144f230.00 $61f150.00 1$61f 150.00 Ritter -GIS (CityWorks) $148f975.00 $48f375.00 1$57f375.00 Burns & McDonnell (CityWorks) $48f375.00 1$57f375.00 Each proposal was evaluated based on the background of the company, scope of work, schedule, work effort, and proposal content. Each compan each criteria. Table 2 below summarizes this analysis: .i ' 09192M R. jelated project experience, proposed services and received a point ranking (total points = 100) fog Cartegraph was chosen as the preferred software application based on functionality. Notably, its workflow automation is mor utilitarian and intuitive than the Cityworks solution. Workflow automations are an important function because they allow end users to automate locally defined work processes within the software creating greater efficiencies. Cartegraph includes workflow automation wizard that easily allows staff to create automations without programming knowledge or the assistance o Cartegraph staff. Workflows can be created, edited, deleted at anytime. An example of a workflow automation: a work order i completed for a water main break and it identifies pavement/parkway restoration; the system will automatically generate work order for the additional work. The system will also send a text and email notification to appropriate supervisors. Thi automation will make staff more efficient and ultimately render better customer service. I Another component that differentiated Cartegraph from Cityworks was the asset condition assessment - capital planning component. Out of the box, Cartegraph offers best practice condition assessments on all asset types included in the software. Cityworks does not currently offer out of the box condition assessments. Cityworks requires all condition assessments to bit custom developed. In addition, Cartegraph also allows for the creation of condition assessments that differ from out of the bo>i https://www.boarddocs.com/il/vomp/Board.nsf/Public 12/21/2018 Max Points C.R rtea rRDWI Ritter -GIS (CityWorks) Burns & McDonnell (CityWorks) Work Effort Cartegraph was chosen as the preferred software application based on functionality. Notably, its workflow automation is mor utilitarian and intuitive than the Cityworks solution. Workflow automations are an important function because they allow end users to automate locally defined work processes within the software creating greater efficiencies. Cartegraph includes workflow automation wizard that easily allows staff to create automations without programming knowledge or the assistance o Cartegraph staff. Workflows can be created, edited, deleted at anytime. An example of a workflow automation: a work order i completed for a water main break and it identifies pavement/parkway restoration; the system will automatically generate work order for the additional work. The system will also send a text and email notification to appropriate supervisors. Thi automation will make staff more efficient and ultimately render better customer service. I Another component that differentiated Cartegraph from Cityworks was the asset condition assessment - capital planning component. Out of the box, Cartegraph offers best practice condition assessments on all asset types included in the software. Cityworks does not currently offer out of the box condition assessments. Cityworks requires all condition assessments to bit custom developed. In addition, Cartegraph also allows for the creation of condition assessments that differ from out of the bo>i https://www.boarddocs.com/il/vomp/Board.nsf/Public 12/21/2018 BoardDocs® Pro Page 3 of 3 solutions. More importantly, the results of the condition assessments feed directly into the capital planning module. The capit planning module will allow for staff to make capital improvement decisions based on available budget and current conditions o a ssets. I Year One costs listed in Table 1: Proposal Results include the cost of implementation and software service costs. The costs listed for Year Two and Three represent annual software service costs. The $61, 150 annual service for Cartegraph would not bc a new expenditure. The Village currently incurs an annual service and maintenance cost for Hansen that is $55,000. The $6,150 increase is offset by the reduction of two servers at a total cost of $10,000 and reduced staff support. The references that were provided by Cartegraph have all been vetted. Staff visited several municipalities in the Chicago area that currently use Cartegraph and spoke with them extensively. All municipalities that have Cartegraph spoke very highly of thc company and product. Alternatives 1. Accept proposal from Cartegraph Systems LLC of Dubque, Iowa 2. Action at discretion of Village Board. Staff Recommendation Staff recommends the Village Board to accept the proposal from Cartegraph Systems LLC of Dubuque, Iowa to provide an asset/work/customer relationship management software solution for the Public Works Department in the amount not to exceed $144,230.00 for the first year. Expenditures in all subsequent years will be limited to amounts authorized for this purpose in approved budgets. ass Co ..,P 07-1.7-1.8.pff (4.1 2 21. KB) mplete Asset Mgt FU: ---------------- A ..P.pdf (11,176 KB) -it Software Cartegrap['i [Zesp&nse to FU: sset M&nageme�r ........... 4- -it Software Cartegrap['i Rrici�ng estimate.pdf (20 KB) Asset M&nageme�r Administrative Content Executive Content Motion & Voting Accept the proposal from Cartegraph to provide an asset/work/customer relationship management software solution for the Public Works Department in the amount not to exceed $144,230.00. https://www.boarddocs.com/il/vomp/Board.nsf/Public 12/21/2018