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Agenda Item: 12(c) |
Prepared By: Miguel Carballo, CFM, Manager |
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Business: City Council Item |
Department: Executive |
Subject:
Title
Selection of Cartegraph Solutions as the Enterprise Asset Management System for the City of Marco Island and Approval of Funding for Phase One Implementation
Body
BACKGROUND:
In April of 2019, City Council implemented a twenty (20) year strategic plan for the City of Marco Island. As part of this plan, City staff was tasked with an action item to implement an enterprise asset management (EAM) software solution. The following are a few of the benefits that come with the implementation of such a system: Lifecycle tracking of city-wide assets; capital planning based on data; work management and optimization of operations; real-time asset tracking; transparency of business operations; contactor management; preventative maintenance scheduling via automation; and inspection tracking/compliance.
On November 3, 2020, the City held a kickoff meeting with the software review committee that would evaluate each EAM system. The committee was comprised of ten (10) city staff members who would utilize the asset management software or had experience with implementing these systems.
Throughout November, the committee received presentations and demonstrations of six (6) asset management software options.
On November 30, 2020, the committee met to conduct a systematic review and answer any questions that may be needed before ranking each vendor.
On December 2, 2020, a ranking sheet was provided to all committee members, and all members were required to individually rank each system and submit their results electronically.
December 4, 2020, all the rankings were received and recorded, resulting in Cartegraph Solutions being the recommended EAM solution.
A phased implementation is recommended for the system with a small initial implementation this fiscal year for the fleet, facilities, and parks & recreation programs. Phase one will lay the system foundation and train staff for the more extensive process of implementing this software within the Water & Sewer and Public Works Departments.
FUNDING SOURCE / FISCAL IMPACT:
Current fiscal year expenses for phase one are $44,400.00 (one-time cost) and are proposed to be funded from the City Manager’s contingency fund. Reoccurring maintenance and licensing costs for phase one are $12,395.00.
Full city-wide implementation of the enterprise asset management software (including equipment) is expected to be a one-time cost of $181,000.00, with an annual licensing fee of $82,000 city-wide in the subsequent years. The cost of future phases will be presented at the FY22 budget workshop.
RECOMMENDATION:
That City Council accept the selection of Cartegraph Solutions as the Enterprise Asset Management system for the City of Marco Island and approve funding for phase one implementation.
POTENTIAL MOTION:
“I move to approve the selection of Cartegraph Solutions as the Enterprise Asset Management system for the City of Marco Island and approve funding for phase one implementation.”
ATTACHMENTS:
§ 2019-2020 Strategic Plan Action Agenda
§ Enterprise Asset Management System - Selection & Implementation Report
§ Cartegraph Solutions Purchase Agreement