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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 Page 1 of 3 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. Page 2 of 3 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 Page 3 of 3