Title
RFP No. 2018-008 - Asset Management Software.
(Authorize the City Manager to finalize and execute a Cityworks License and Maintenance Agreement with Azteca Systems, LLC, in the amount of $65,000.00 and a contract with NewEdge Services, LLC, to implement Cityworks Asset Management Software in the amount of $107,200.00 for a total amount of $172,200.00.)
Body
Name of Department
Public Works
Project/Budgeted Amount
$200,000.00
Sum of Bid/Bid Amount
$172,200.00
The objective of this project is to implement an asset management software system and its related installation, configuration, data conversion/migration, implementation, and training services to manage and maintain the City’s aging assets, to better forecast the performance of the City’s assets, increase staff productivity and efficiency and to provide better management information to the organization’s leadership.
Bid notices were broadcast through the BidSync electronic bidding system, published in the Daily Commercial Record newspaper and posted on the City’s website. Seven proposals were received. A small team comprised of staff representatives from Information Technology (IT), Geographic Information System (GIS), Finance and Infrastructure Asset Management evaluated the proposals and selected four vendors for an in-person demonstration. The vendors invited for a demonstration were (1) Vueworks, (2) Cartegraph, (3) NewEdge (Cityworks) and (4) AssetWorks. Each demonstration lasted four hours and included approximately two hours of demonstration following a script provided by staff and two hours of in-depth technical discussion regarding capability and requirements for the software. At the conclusion of the first round of demonstrations, staff selected two finalists to return for a second software demonstration. Staff representatives from Streets, Traffic, Utilities, Solid Waste, Infrastructure Asset Management, IT, GIS, Finance, Parks, Building Services and Animal Services were invited to attend.
In addition to the proposal submittals and demonstrations, staff also performed the following during the evaluation:
• A total of 10 cities (three in-person and seven over the phone) were contacted to gauge their experience with their asset management software.
• Reviewed publicly available publications (Asset Management Software Survey completed by the North Central Texas Council of Governments, which indicates the asset software being used in the region, and a report completed by the Water Finance Research Foundation (WFRF)).
Based on research, discussion with other cities, the submitted proposals and demonstrations, staff recommends the use of Cityworks for the City’s Asset Management Software to be implemented by NewEdge Services, LLC.
Financial Implications
This is funded using Water and Sewer Revenue.
Recommended/Desired Action
Staff recommends award to NewEdge Services, LLC to implement Cityworks Asset Management Software and to Azteca Systems, LLC for the license agreement for the asset management software.
Drafter
Christina Hickey, PE
Head of Department
Matthew Holzapfel, PE