Title
A RESOLUTION AUTHORIZING THE CITY MANAGER TO ENTER INTO AN AGREEMENT WITH DUDE SOLUTIONS, INC. FOR PROFESSIONAL SERVICES PERTAINING TO ASSET AND WORKFLOW MANAGEMENT SOFTWARE FOR CITY SERVICES OPERATIONS; AND DECLARING AN EMERGENCY.
Brief Description: This resolution request authorizes the purchase of an asset/work order management software system that will replace the current out of date system with an upgraded more versatile system that can integrate all areas of City operations workflow management.
Body
Legislative History
None
Purpose & Explanation
City operations and the use of technology have evolved over the last couple of years, City Staff has determined that the existing Cityworks asset / work order management system is not adapting to suit the new needs of the organization. To improve and retain a high level of service, the City needed to find another solution to manage work orders. Over the last nine (9) months, City Information Technology and Public Works staff has reviewed eight (8) asset / work order management software solution packages for potential use in several departments of the City. The recommendation for a new system is Dude Solutions Inc., which offers a much more user-friendly interface and management/reporting flexibility, as well as the integration of more areas of operation, at a competitive price.
Dude Solutions, Inc. - Purchase and Implementation Costs:
- Installation, Implementation & Training ----$17,200.00 (*Initial one-time expense requires appropriation for 2019).
- Annual Support and Licensing---------------------$25,911.00 (Budgeted and to be paid in 2020).
- Total for new purchase and implementation--$43,111.00
- Note: this software will give staff the ability to better manage city facilities, water treatment plant, parks operations, urban forestry and city-wide inventory.
CityWorks/PW - Current Software Systems Annual Costs:
- Annual Support and Licensing---------------------$23,893.50
- Note: currently used for streets/signs, storm water, electric, water distribution.
The new replacement software represents an annual cost increase of $2,017.50
Legal Authority for Proposed Legislation
Pursuant to Charter Section 6.04:
Competitively bid and advertised for two consecutive weeks; bid tab attached: N/A
Joint or Cooperative Purchase Program
X Professional Services
Other
Fiscal Impact
Currently Budgeted
X Supplemental Appropriation Required ($17,200.00 - 4th Quarter 2019)
Appropriation Not Required.
Does this legislation require use of an emergency clause?
X Yes. Timing for implementation of new system to overlap expiration of existing system software.
No
Recommendation
Suggested Action
Staff recommends that City Council approve this Resolution authorizing the City Manager to enter into a contract with Dude Solutions, Inc., 11000 Regency Pkwy #110, Cary, NC 27518, for the purchase of asset / work order management software in an amount not to exceed $43,111.00 for the first year of the contract, and said contract will provide for automatic annual renewal terms thereafter.
Note: Appropriation for 2019 - $17,200.00. First year licensing & support in 2020 - $25,911.00.
Submitted by,
Jane Howington, City Manager
Frank J. Comeriato, Jr. - Asst. City Manager-Operations
Paul Leedham - Chief Innovations Officer/IT Director