Cartegraph System UpgradesMEETING DATE: 10/21/14
ITEM NO: 3
°SGA`�g COUNCIL AGENDA REPORT
DATE: OCTOBER 10, 2014
TO: MAYOR AND TOWN COUNCIL ✓�
FROM: GREG LARSON, TOWN MANAGER
SUBJECT: CARTEGRAPH SYSTEM UPDGRADES 411 - 841 -6401
A. AUTHORIZE THE TOWN MANAGER TO EXECUTE A PURCHASE
AGREEMENT WITH CARTEGRAPH SYSTEMS, INC. FOR SOFTWARE
COSTS AND PROFESSIONAL SERVICES IN AN AMOUNT NOT TO
EXCEED $66,725.
B. AUTHORIZE A REVENUE BUDGET ADJUSTMENT IN AMOUNT OF
$18,000 FOR ABAG GRANT FUNDING.
RECOMMENDATION:
1. Authorize the Town Manager to execute a Purchase Agreement with Cartegraph Systems,
Inc. for software costs and professional services in an amount not to exceed $66,725.
2. Authorize a revenue budget adjustment in the amount of $18,000 for ABAG grand funding.
BACKGROUND:
The Parks and Public Works Department has been utilizing a Work Asset Management system
by Cartegraph since 2004. An agreement was executed between the Town of Los Gatos and
Cartegraph Systems, Inc. for a subscription to the Work and Asset Management Program. The
current agreement expires December 30, 2014.
The Cartegraph Asset Management Program allows for day -to -day management of work
activities by effectively logging and tracking citizen requests, scheduling work orders, and
tracking of assets and work history throughout the Town.
DISCUSSION:
The software is currently hosted on a Town server and provides valuable, but limited support of
the department's needs. The software needs to be upgraded to allow for increased use and
additional tracking of work requests, labor, and material data, as well as creation of additional
PREPARED BY: MATT MORLEY � d`
Director of Parks and Public Wo
Reviewed by:
Town Manager L77I'own Attorney
PAGE 2
MAYOR AND TOWN COUNCIL
SUBJECT: CARTEGRAPH SYSTEM UPDGRADES 411 - 841 -6401
OCTOBER 10, 2014
DISCUSSION (cont'd):
asset inventory such as signs, sidewalks, and trees. This upgrade will shift the hosting to a cloud
based platform which will enable remote data entry by Town crews. The aggregated data
collected with Cartegraph is becoming increasingly more vital as support documentation for
numerous compliance efforts, both mandated by permitting authorities and as Town priorities.
These include compliance with ABAG hazard mitigation programs, mandated storm water
programs, and increasing internal needs for sign and other asset management efforts.
CONCLUSION:
Staff recommends that the Town Council authorize the Town Manager to execute a Purchase
Agreement with Cartegraph Systems, Inc. for software costs and professional services in an
amount not to exceed $66,725.
ENVIRONMENTAL ASSESSMENT:
This is not a project as defined under CEQA, and no further action is required.
FISCAL IMPACT:
There are sufficient funds available for this project, as demonstrated in the fiscal table below.
$40,000 was appropriated through the adopted FY 2014/15 — 2018/19 Capital Improvement
Program Budget. Additional funding in the amount of $18,000 is available through the Town's
annual ABAG grant, awarded to advance efforts which reduce Town risk. These funds will be
deposited through the requested revenue budget adjustment. The balance remaining of
approximately $8,725 will be funded out of the annual Operating Budgets from the Streets and
Signals and Park Services programs.
CARTEGRAPH SYSTEM UPGRADES
PROJECT 411 -841 -6401
Available
Expended/
Proposed
Budget
Encumbered
Contract
Available
FY2013/14 Fiscal Impact
Funding
To Date
Amount
Balance
411 - 841 -6401
$ 40,000
$
$ 40,000
$
421 ABAG GRANT
18,000
18,000
-
5401 -61265
30,000
12,013
4,362
13,625
5301 -61214
25,905
8,602
4,363
12,940
TOTALS
$ 113,905
$ 20,615
$ 66,725
$ 26,565
TOTAL EXPENDH ORES BY CATEGORY:
Contract
$ 66,725
TOTALS
$ 66,725