Item 4C - Final CITY OF
SOUTH LAKE Item 4C
MEMORANDUM
(February 21, 2017)
To: Shana Yelverton, City Manager
From: Rob Cohen, Director of Public Works
Subject: Award a contract to SHI Government Solutions for Cartegraph
Operations Management System in an amount not to exceed
$116,000
Action
Requested: Award a contract to SHI Government Solutions for Cartegraph
Operations Management System in an amount not to exceed
$116,000.
Background
Information: The Cartegraph Operations Management System (OMS) is a
software system specifically designed for managing municipal
operations. The OMS integrates with the City's robust Geographic
Information System (GIS) and pulls asset information from GIS as
the building block for the OMS. This facilitates the management of
operations by using infrastructure assets stored in GIS layers, and
displaying the operations workload in a dashboard with a map view.
A key advantage of the Cartegraph OMS is that all service requests
and work orders begin with a GPS coordinate on a map thus
pinpointing the location and asset to be worked on. The Cartegraph
OMS map based portal provides for an easy and efficient interface
for both City staff and Southlake customers via the YourGov mobile
app.
A second key advantage of the Cartegraph OMS is its flexibility to
perform work on both an asset such as a segment of roadway,
traffic signal, fire hydrant, lift station, wayfinding sign, park, ball
field, City vehicle etc. or on a non-asset such as collecting debris
blocking a roadway after a storm.
A third key advantage of the Cartegraph OMS is its flexibility and
expansion capability to implement additional modules in the future
such as Scenario Builder which allow for condition based
assessment of City infrastructure. The sophisticated forecasting
models calculate infrastructure degradation with aging based on
pre-defined parameters and allow for deliberate planning of asset
recapitalization and replacement schedules, and capital budgeting.
Page 1 of 3
Item 4C
The Cartegraph OMS will be used by various City departments and
stakeholders including Public Works Engineering,
Streets/Drainage/Traffic, Water Utility, Wastewater Utility,
Stormwater Utility, Environmental Services, Community Services,
and City Fleet.
Implementation of the Cartegraph OMS has many strategic benefits
including management of infrastructure and public spaces,
enhanced customer service, tracking of labor and material
resources, increase in process efficiencies, tracking of preventative
maintenance programs, forecasting of infrastructure and vehicle
replacement schedules and financial forecasting for budgeting
purposes.
The Cartegraph OMS supports the City's Strategic Management
System and Departmental Workplans while providing for a high
level of customer service, transparency, and fiscal accountability.
The Cartegraph OMS will be hosted on-site therefore providing for
IT management of the software tool.
Financial
Considerations: SHI Government Solutions is a member of the BuyBoard
Purchasing Cooperative for governmental entities. Funding for this
item was approved by City Council in the FY 2017 Technology
Infrastructure and Security Fund account number 013199-590005.
The costs associated with the OMS are as follows:
1 st Year Fees:
Implementation Services (Fixed Fee) $ 57,330
Cartegraph Cloud Deployment $ 13,780
Users Subscription (50) $ 10,489
Advanced Asset Management $ 4,160
Advanced User Tools $ 3,900
Advanced Requests $ 3,380
ArcGIS Online Subscription $ 10,000
Expenses (Estimated) $ 8,400
Total $111,439
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Item 4C
Recurring Fees:
Pre-citizen Subscription, Cartegraph $ 13,780
Cloud Deployment
Advanced Asset Management per-citizen $ 4,160
Subscription
Advanced requests per-citizen Subscription $ 2,860
Advanced User Tools per-citizen Subscription $ 2,860
User Pack Subscription — 50 Named Users $ 10,500
Cartegraph Cloud Shared Hosting Subscription $ 5,250
Total $ 39,410
Strategic Link: This item relates to the City's strategy map relative to the focus
areas of Performance Management & Service Delivery and
Infrastructure. This item specifically relates to (136) Optimize the use
of technology, (135) Enhance service delivery through continual
process improvement and (F2) Invest to provide & maintain high
quality public assets.
Citizen Input/
Board Review: N/A
Legal Review: N/A
Alternatives: The City Council may amend, approve or deny this request.
Supporting
Documents: Attachment A: SHI Government Solutions Quote
Attachment B: Cartegraph Software and Service Quote
Staff
Recommendation: Award a contract to SHI Government Solutions for Cartegraph
Operations Management System in an amount not to exceed
$116,000.
Staff Contact: Rob Cohen, Director of Public Works
Cristina McMurray, M.P.A, C.P.M, Deputy Director/Operations
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Attachment A
Pricing Proposal
Quotation#: 12793433
Created On: 1/11/2017
Valid Until: 2/28/2017
Goverment Sdutions
CITY OF SOUTHLAKE IAM
Linda Sadler Gregory Gonedes
United States 1301 South Mo-Pac Expressway
Phone: Suite 375
Fax: Austin,TX 78746
Email: Isadler@ci.southIake.tx.us Texas@shi.com"
8008706079
5127320232
Phone: 800-870-6079
Fax: 512-732-0232
Email: Gregory_Gonedes@shi.com
All Prices are in US Dollar(USD)
Product Qty Your Price Total
1 Advanced Requests per-citizen Subscription 26000 $0.13 $3,380.00
Cartegraph-Part#:
2 Per-citizen Subscription, Cartegraph Cloud Deployment 26000 $0.53 $13,780.00
Cartegraph-Part#:
3 Advanced Asset Management percitizen citizen subscription 26000 $0.16 $4,160.00
Cartegraph-Part#:
4 Advanced User Tools per-citizen Subscription 26000 $0.15 $3,900.00
Cartegraph-Part#:
5 User Pack Subscription—50 Named Users 1 $10,489.00 $10,489.00
Cartegraph-Part#:
6 Fixed Fee Service(Implementation Services) 1 $57,330.00 $57,330.00
Cartegraph-Part#:
7 ESTIMATED EXPENSES 1 $8,400.00 $8,400.00
Cartegraph-Part#:
Total $101,439.00
Additional Comments
OPEN MARKET
Thank You for choosing SHI-GSI To ensure the best level of service,please provide End User Name, Phone Number, and E-Mail
Address when submitting a Purchase Order. For any additional information including Hardware and Software Contract Numbers,
please contact an SHI-GS Sales Representative at 800-870-6079.
The Products offered under this proposal are subject to the SHI Return Policy posted at www.shi.com/returnpolicy. unless there is
an existing agreement between SHI and the Customer.
Attachment B
Cartegraph
City of Southlake, TX
Cartegraph Software and Services Quote
Quote: #Q1700009
Date: February 1, 2017
Cartegraph Systems,Inc.
3600 Digital Drive
Dubuque, lA 52003
www.cartegraph.com
800 688.2656
563 556.8120
Fax 563 556.8149
City of Southlake I February 1, 2017 Cartegraph
Software and Services Quote
Cartegraph is pleased to present this Quote for the implementation of world class technology solutions in your
organization. This Quote is made and entered into between City of Southlake hereinafter referred to as
"Customer" or"Licensee,"whose address is noted below, and Cartegraph Systems, Inc., 3600 Digital Drive,
Dubuque, Iowa 52003, hereinafter referred to as "Cartegraph."
Customer address: Licensee address:
Cristina McMurray Same
City of Southlake
1400 Main St., Suite 320
Southlake, TX 76092
Scop of Project
Software Products
Cartegraph hereby pledges to issue software licenses in the agreed upon quantities specified in the Investment
Summary. Software Products are developed and supported products available from Cartegraph.
In addition to full access to Cartegraph licensed software, your organization will receive:
1. Support
a. Campus—www.cartegraph.com/campus
Our knowledgebase area is a convenient and easily-shareable resource designed to help you
and your co-workers better understand the functions and capabilities of your Cartegraph
applications. Instantly access user tips, step-by-step guides, videos, and more.
b. Dedicated, Unlimited, Toll-free Phone Support-877.647.3050
When questions need answers and difficulties arise, count on our industry-leading Support team
to provide the guidance and assistance you need. Reach us as often as you need Monday-
Friday, 7:00 am-7:00 pm CT.
c. Secure, Live Remote Support
If your challenge requires a more hands-on approach, we have the remote support tools to fix it.
Let one of our Support Team members directly interact with your system to find a fast, effective
solution.
2. Training & Education
a. Convenient Online Resources
All the information you need, one click away. Take advantage of online training opportunities,
tutorial videos, upcoming event information, and more.
b. Regional User Groups
Meet and network with similar Cartegraph users in your region. Our smaller, more personalized
User Groups allow you to find out what other organizations are doing to get more from their
Cartegraph Systems.
3. Software Releases & Upgrades
a. New Software Releases
Be the first to know about all new Cartegraph releases, enhancements, and upgrades. Gain
immediate access to the latest features and functionality, and increased system performance.
b. Hot Fixes
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City of Southlake I February 1, 2017 Cartegraph
Customer/Cartegraph Responsibilities
Project representatives from Customer and Cartegraph accept responsibility for all aspects of project planning,
management, and execution not specifically described under Scope of Project. Ongoing management of the day-
to-day allocation of Customer and Cartegraph resources and management of project tasks is the responsibility of
the Customer and Cartegraph project representatives. Customer and Cartegraph project representatives will
provide overall guidance and direction for the project and will direct the project accordingly. Further, and with
regard to the Cartegraph obligations listed in the Scope of Work, Customer understands that it is vital to the
success of the project that Customer provides assistance in the following matters:
1. For those services listed under Field Services, Cartegraph personnel will conduct information gathering
and evaluation sessions with various Customer users and management. While Cartegraph respects the
time and workload of Customer staff, dedicated time on the part of the appropriate Customer resources is
necessary to complete these exercises.
2. The installation process requires the assistance of Customer personnel and suitable access to hardware
and systems (e.g., security clearance). Customer is required to supervise the installation process while
systems are accessible to Cartegraph. All hardware and software, for both Personal Computers and
servers, is expected to be available, installed, and operating as specified in Cartegraph's System
Requirements documentation such that delivery and execution of Cartegraph Field Services will not be
impeded.
3. Customer and Cartegraph understand that the successful performance of Field Services depends upon
Customer fulfilling its responsibilities. The Project assumes that Customer will provide all personnel
required to achieve a successful implementation.
4. Customer will provide Internet access and IT staff support as required. For those services that are web-
based, Cartegraph utilizes WebEx Meeting (or similar)technology.
5. Customer shall ensure that their workstation platform and database meet Cartegraph system
requirements as specified in the Cartegraph System Requirements documentation. Cartegraph Software
will be supported within new versions of these workstation platforms and databases within a reasonable
period of time from their release from their manufacturer. Cartegraph will discontinue support of its
Software within older versions of these workstation platforms and databases as their support is
discontinued by their manufacturers.
6. Customer agrees to work with Cartegraph to schedule Field Services in a timely manner. All undelivered
Field Services shall expire 365 days from the execution of Purchase Agreement, unless noted differently
in Services Scope. Upon expiration of services, the project may be cancelled at Cartegraph's discretion.
In Administrator, right-click on the Work Order Controls library, select Events, and open the script events.
Copy the contents of the Scripts\System\cgWorkOrderControls.txt file and replace the contents of the file.
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City of Southlake I February 1, 2017 Cartegraph
Investment Summary
Cartegraph's proposed fees for this project are included in the summary below.
Date: February 1, 2017 Quote Expiration Date: March 31, 2017 Quote No.: #Q1700009
Purchase Type Citizen/Qty. Unit Price Total Price
YEAR 2
SOFTWARE PRODUCTS
Cartegraph OMS— Per-citizen Subscription, Cartegraph 26,000 $0.53 $13,780.00
Platform - Enterprise Cloud Deployment
Cartegraph OMS Advanced Asset Management per- 26,000 $0.16 $4,160.00
Extension citizen Subscription
Cartegraph OMS Advanced Requests per-citizen 26,000 $0.11 $2,860.00
Extension Subscription
Cartegraph OMS Advanced User Tools per-citizen 26,000 $0.11 $2,860.00
Extension Subscription
Cartegraph OMS User Pack Subscription —50 Named 1 $10,500.00 $10,500.00
Users Users
Cartegraph OMS— Cartegraph Cloud Shared Hosting 1 $5,250.00 $5,250.00
Hosting Subscription
YEAR 2 SUB-TOTAL $39,410.00
TOTAL COST-YEAR 2 $39,410.00
Not-to-Exceed Quote
Cartegraph will not exceed the total included in this Quote without written approval from Customer. In the event it
becomes apparent to Cartegraph that additional service efforts will be needed due to any changes in the scope of
this Quote, Cartegraph will notify Customer prior to exceeding the approved efforts and obtain written approval if
additional software or services are required.
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