Staff Report
PREPARED BY: BOBBY GONZÁLEZ
Senior Management Analyst
Reviewed by: Town Manager, Assistant Town Manager, Town Attorney, Finance Director, and Parks and
Public Works Director
110 E. Main Street Los Gatos, CA 95030 ● 408-354-6832
www.losgatosca.gov
TOWN OF LOS GATOS
COUNCIL AGENDA REPORT
MEETING DATE: 01/15/2019
ITEM NO: 3
DATE: JANUARY 10, 2019
TO: MAYOR AND TOWN COUNCIL
FROM: LAUREL PREVETTI, TOWN MANAGER
SUBJECT: AUTHORIZE THE TOWN MANAGER TO NEGOTIATE AND EXECUTE A
SECOND AMENDMENT TO THE AGREEMENT WITH CARTEGRAPH SYSTEMS,
INC. FOR SOFTWARE AND PROFESSIONAL SERVICES TO INCREASE
COMPENSATION IN THE AMOUNT OF $36,720, FOR A TOTAL CONTRACT
AMOUNT NOT TO EXCEED $224,408
RECOMMENDATION:
Authorize the Town Manager to negotiate and execute a Second Amendment to the Agreement
with Cartegraph Systems, Inc. (Attachment 1) for software and professional services to increase
compensation in the amount of $36,720, for a total contract amount not to exceed $224,408.
BACKGROUND:
The Parks and Public Works Department has been utilizing a Work and Asset Management
system by Cartegraph since 2004, which allows for day-to-day management of work activities
by effectively logging and tracking citizen requests, scheduling work orders, an d tracking asset
and work history throughout the Town.
On October 21, 2014, the Town Council authorized an agreement with Cartegraph Systems, Inc.
to upgrade the original asset management program to a cloud-based program for easy
accessibility and productivity. The agreement included ten user licenses, implementation
services, and integration with the Town’s fueling system and lasted from December 30, 2014 to
December 29, 2015.
PAGE 2 OF 3
SUBJECT: AUTHORIZE THE TOWN MANAGER TO NEGOTIATE AND EXECUTE A SECOND
AMENDMENT TO THE AGREEMENT WITH CARTEGRAPH SYSTEMS, INC. FOR
SOFTWARE AND PROFESSIONAL SERVICES TO INCREASE COMPENSATION IN
THE AMOUNT OF $36,720, FOR A TOTAL CONTRACT AMOUNT NOT TO EXCEED
$224,408
DATE: JANUARY 10, 2019
C:\Users\cgonzales\Desktop\Staff Report.docx 1/10/2019 3:48 PM BG
BACKGROUND (continued):
On May 5, 2015, the Town Council authorized the first amendment to the agreement to add
two additional user licenses and a one-time purchase of a facilities management module to
enhance the Town’s ability to track facility-related maintenance.
On November 3, 2015, the Council approved an additional two years of service for the period of
December 30, 2015 to December 29, 2017 for twelve users and the integration with the Town’s
fueling services. The executed purchase agreement included an extension option from
December 30, 2017 to December 29, 2018, and funds were allocated in the Parks and Public
Works Operating Budget for continued use of the software and services.
DISCUSSION:
Town staff recommends, and Council approval is required to continue service through the end
of 2019. This approval will apply retroactively, as Town staff continues to use Cartegraph as a
service provider. The amendment includes a 2% increase per license to $3,060, for a total not
to exceed cost of $36,720 for the 12 licenses. Despite the user license cost increase, the total
annual cost for service is lower than previous years by $1,880, as the Town recently upgraded
its fuel system and will no longer use the fuel integration module.
In 2019, staff will complete a Request for Proposals (RFP) to evaluate additional Enterprise
Asset Management systems. Staff will then bring forward a recommendation for Town Council
approval. This amendment will give staff sufficient time to conduct the RFP process and
recommend a system for future years.
CONCLUSION:
Staff recommends that the Council authorizes the Town Manager to negotiate and execute a
Second Amendment to the Agreement with Cartegraph Systems, Inc. for software and
professional services to increase compensation in the amount of $36,720 for a total contract
amount not to exceed $224,408.
ALTERNATIVES:
The Council could choose not to approve this amendment. In this scenario, staff would
manually track work, which decreases reporting accuracy and requires increased staff time to
log work orders, work order completion, and reporting.
PAGE 3 OF 3
SUBJECT: AUTHORIZE THE TOWN MANAGER TO NEGOTIATE AND EXECUTE A SECOND
AMENDMENT TO THE AGREEMENT WITH CARTEGRAPH SYSTEMS, INC. FOR
SOFTWARE AND PROFESSIONAL SERVICES TO INCREASE COMPENSATION IN
THE AMOUNT OF $36,720, FOR A TOTAL CONTRACT AMOUNT NOT TO EXCEED
$224,408
DATE: JANUARY 10, 2019
C:\Users\cgonzales\Desktop\Staff Report.docx 1/10/2019 3:48 PM BG
FISCAL IMPACT:
Funding of $38,400 for asset management software was included in the Parks and Public Works
FY 2018/19 Adopted Operating Budget.
ENVIRONMENTAL ASSESSMENT:
This is not a project defined under CEQA, and no further action is required.
Attachment:
1. Second Amendment to Agreement