Presenter/Contact
Presenter
Travis Cochrane, Director of Information Technology
Contact Info
(830) 221-4339 - tcochrane@nbtexas.org
Subject Header
SUBJECT:
Title
Approval of an updated contract with Cartegraph Systems LLC expanding the use of their asset management software.
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BACKGROUND / RATIONALE:
In May 2016, City Council approved the purchase of Cartegraph as a pavement management system for the City. The software has proven to be very effective in helping staff maintain the conditions of our streets and plan our maintenance program each year. The Cartegraph software is more than just a pavement management system; it has the capabilities of being a full asset management, work order and task management solution for the city. As staff has worked with the software over the past two years, we have expanded it’s use into other areas including street signs and drainage features. We have not been able to expand it’s use due to licensing limitations under our current agreement. Staff is currently planning on expanding the use of Cartegraph into our facilities, fleet and park assets.
The city has asset management functionality using another software, Accela. This solution is not being utilized, is complicated to use and maintain. Staff compared the functionality, usability and maintenance requirements of Accela and Cartegraph. It was determined that Cartegraph is the better solution for the organization moving forward.
Staff has worked with Cartegraph to develop a new licensing model where we can expand available licenses by 400% and maintain a consistent cost. Through re-programing the funding that was approved in the FY 2017-18 budget for software maintenance for Accela’s asset management module and combining it with the current funding for Cartegraph, we are able to expand our use of Cartegraph without any fiscal impact. Additionally, this will have no negative impact on the land management module of Accela, which is currently being re-developed in support of the City’s modernizing the development process.
ADDRESSES A NEED/ISSUE IN A CITY PLAN OR COUNCIL PRIORITY:
|
X |
Yes |
Council Priority: |
Maintain an ongoing program of improving customer service. |
FISCAL IMPACT:
The total annual cost of the agreement is $55,600. Funding was included for Cartegraph in the FY 2017-18 General Fund budget in Public Works and Parks. Funding which was included for Accela in the FY 2017-18 General Fund budget in Information Technology is being re-directed and will cover the full annual cost of the agreement. Therefore, sufficient funds are available to award the contract as described above.
Recommendation
COMMITTEE RECOMMENDATION:
N/A
STAFF RECOMMENDATION:
Staff recommends approval of the contract with Cartegraph.