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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 Page 2 of 3 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 Page 3 of 3 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 Page 2 of 4 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. Page 3 of 4 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. Page 4 of 4