25K - AGMT ASSET MGMT SOFTWARE LIC

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Agreement with Azteca Systems and Woolpert, Inc., for Asset Management Software and Implementation Services January 16, 2018 Page 2 is in the billions of dollars. However, the City does not have a,comprehensive system of tracking assets in terms of their condition and optimizing the maintenance cycle of these assets. The Benefit of Asset Management Using a comprehensive asset management program to track and maintain assets will help staff in anticipating and mitigating potential asset failures in advance. This program will also result in safety and substantially achieving and increasing the life expectancy of the assets with full operational capacity and at safe performance levels. Ultimately, this translates into millions of dollars in savings through extending the life of these assets. Asset Management and GIS in Santa Ana The Public Works Agency is currently using Cityworks from Azteca Systems to manage work orders for the water and sewer infrastructure, but is not using the asset management features of the software. In this first phase of the Asset Management Implementation Project, Water and wastewater assets will be migrated into the asset management system for testing in parallel with the current system to ensure compatibility. Efforts will also be focused on the assets in the following categories: pavement, traffic control devices, street lights, storm water control, and refuse collection. Implementation efforts in the area of refuse collection will be focused on improving the City's response to customer issues based on service locations and tracking refuse related assets. Additional assets will be included in future phases as funding is budgeted. The industry standard for asset management programs requires integration with Geographical Information Systems (GIS). By combining the City's Asset Management Program with the collection of asset GIS data, the City will further its goal of achieving a comprehensive Enterprise GIS, as well. Although the Public Works Agency manages its GIS program and is considered the heaviest user of GIS in the City, ultimately the benefits of this GIS -based Asset Management Program could be extended to every City agency that has assets in its portfolio (i.e., parks and playgrounds, City buildings and facilities, City -owned properties, etc.). An assessment of the City's GIS and Asset Management needs was concluded in May 2017. The consultant's final report included specifications for an asset management software system that would meet the City's requirements. In progressing toward the next phase of the project, on September 19, 2017, a Request for Proposals (RFP) was issued seeking a qualified firm(s) to provide Asset Management Software and Implementation Services (Exhibit 1). To offer the City a wider range of software options, asset management implementation firms were allowed to partner with third -party software providers. The RFP also specified that the Proposer, if capable, could offer GIS data collection services for an additional fee. Upon award of the agreement, the City would allow the selected Proposer to assess the City's data inventory needs and collect the asset information required to implement the software. Selection Process Six firms submitted proposals, which were reviewed by staff from the Public Works Agency and the Information Technology Agency. The ranking criteria included the firms' experience and methodologies, and the features and capabilities of the software. The top four firms were invited to the interview phase of the RFP process, and the final ranking is as follows: 25K-2