Item 4L - Memo - VueworksItem 4L
CITY OF
SOUTHLAKE
MEMORANDUM
(October 18, 2022)
To: Shana Yelverton, City Manager
From: Rob Cohen, Director of Public Works
Subject: Approve the purchase of software and support services from
Data Transfer Solutions, LLC for VueWorks licenses and year
two implementations in an amount not to exceed $290,000.
Action
Requested: Approve the purchase of software and support services from Data
Transfer Solutions, LLC for VueWorks licenses and year two
implementations in an amount not to exceed $290,000.
Background
Information: The purpose of this item is to seek City Council approval to continue
year two implementation, increase licenses, and maintain service
and support for the enterprise asset management software (EAM)
from Data Transfer Solutions, LLC in an amount not to exceed
$290,000. In the FY 2022 adopted budget, City Council allocated
funds to purchase and implement an enterprise asset management
software (EAM) and authorized an agreement for VueWorks, a Data
Transfer Solutions, LLC product. In the FY 2023 adopted budget,
City Council allocated funds to continue the implementation of the
EAM.
The EAM improves the management and maintenance of the City's
physical assets throughout its entire lifecycle. It provides business
lines with the ability to track the life span of assets, as well as track
labor costs, training, equipment warranties, and predictive
maintenance. The information gathered from these tracking
elements can assist in:
• improving customer service
• manage workload, so the Department can identify gaps
between labor demands and labor supply and determine if
there is a need for additional resources
• optimizing operations to ensure ongoing, timely, cost-
effective, reliable, and sustainable performance
improvements are applied to day-to-day operations
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Item 4L
• infrastructure stability to give insight to the condition of and
costs associated with all critical infrastructure assets
• financial viability to have a comprehensive understanding of
the full life -cycle costs of the City's infrastructure assets.
The software installation and configuration activities are scheduled
in two-year phases, with Phase 1 (FY 2022) Public Works began
implementing the Water, Wastewater, Environmental, Traffic, and
the Streets & Drainage divisions. Phase 2 will be an FY 2023
implementation for Fleet, Facilities and Community Services (Parks)
departments. In addition, staff will be implementing a citizen
application called CitizenVUE, for residents to report areas of
concern throughout the city.
The CitizenVUE tool will allow the City to further enhance the
customer experience. CitizenVue is the customer input tool that
allows residents to let the City know about areas that may need to
be evaluated and/or repaired. The tool would allow all departments
to ensure we track customer contacts for follow-through, provide
consistent information and resolve issues in a timely manner. It
would provide data and reports that would better identify
opportunities for improvement, as well as successes and improve
overall customer service. The tool provides the following benefits:
• Allow the City to track customer requests to ensure there is
follow up with the customer
• Provide reporting that will help identify recurrent issues or
areas that need additional focus
• Connect directly into VueWorks thus eliminating manually
entry
• Provide feedback on a more consistent basis
• Allow the City to streamline the multiple contact points that are
currently used in departments
The tool will be used by most of the city departments and
implemented over a few months to ensure team members are trained
on both the tool and the processes. Kick-off for Phase 2 and the
CitizenVue are expected to occur in Q2.
Financial
Considerations: Funding for the EAM portion of this contract ($273,000) is budgeted
in the FY 2023 Technology Infrastructure and Security Fund and the
Water Operating Budgets. Funding for the CitizenVue module
($17,000) is funded in the FY 2023 Technology Infrastructure and
Security Fund.
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Item 4L
Strategic Link: This item links to the City's Strategy Map strategic focus areas of
Safety & Security, Infrastructure and Performance Management &
Service Delivery. It specifically relates to the City's Corporate
Objectives, B1: Achieve Best -In -Class Status In All City Disciplines,
B2: Collaborate With Select Partners to Implement Service
Solutions, and F2: Invest to Provide & Maintain High Quality Public
Assets. The Critical Business Outcome is, CBO1: Maintain A Strong
Financial Position And Implement Plans and Policies To Ensure
Future Financial Strength.
Citizen Input/
Board Review: None.
Legal Review: The proposed agreements have been reviewed and approved by the
City Attorney.
Alternatives: The City Council may approve or deny the agreement.
Staff
Recommendation: Approve the purchase of software and support services from Data
Transfer Solutions, LLC for VueWorks licenses and year two
implementations in an amount not to exceed $290,000.
Supporting
Documents: Attachment A: Executed License Agreement
Attachment B: CitizenVue Proposal
Staff Contact: Rob Cohen, Director of Public Works
Lauren LaNeave, Deputy Director of Public Works — Administration
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