Staff Report1pW N OF
MEETING DATE: 05105115
• ITEM NO:
SOS c'A�pS COUNCIL AGENDA REPORT
DATE: APRIL 23, 2015
TO: MAYOR AND TOWN COUNCIL
FROM: LES WHITE, INTERIM TOWN MA
SUBJECT: CARTEGRAPH SYSTEM UPGRADES 411- 841 -6401
A. AUTHORIZE THE TOWN MANAGER TO EXECUTE A FIRST
AMENDMENT TO AGREEMENT WITH CARTEGRAPH SYSTEMS, INC.
FOR SOFTWARE COSTS AND PROFESSIONAL SERVICES IN AN
AMOUNT NOT TO EXCEED $5,763.
B. AUTHORIZE A BUDGET TRANSFER FROM TOWN DIGITAL AERIAL
PHOTOGRAPH/TOPOGRAPHIC MAP PROJECT 411- 821 -2006 IN THE
AMOUNT OF $5,763 TO CARTEGRAPH SYSTEM UPGRADES
PROJECT 411- 841 -6401.
RECOMMENDATION:
1. Authorize the Town Manager to execute a First Amendment to Agreement with Cartegraph
Systems, Inc. for software costs and professional services in an amount not to exceed $5,763.
2. Authorize a budget transfer from Town Digital Aerial Photograph/Topographic Map Project
411- 821 -2006 in the amount of $5,763 to Cartegraph System Upgrades Project 411 -841-
6401.
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, and tracking of assets
and work history throughout the Town.
In October 2014, the Town Council authorized an agreement with Cartegraph Systems, hic. to
upgrade the current asset management program to a cloud based program for easy accessibility
and productivity in the amount not to exceed $66,725. The upgrade will address overdue
PREPARED BY:
Reviewed by:
MATT MORLEY
Director of Parks and Public Works
1 own Manager I Town Attorney L. inance
PAGE
MAYOR AND TOWN COUNCIL
SUBJECT: CARTEGRAPH SYSTEM UPGRADES 411- 841 -6401
APRIL 23, 2015
BACKGROUND (cont'd):
changes in technology, including facilitating data collection and work order completion in the
field. This agreement is valid from December 30, 2014 through December 29, 2015. This
agreement facilitates the upgrade to the program. A separate agreement for ongoing software
licensing and maintenance will come forward in the fall of 2015.
DISCUSSION:
Since the execution of the agreement in 2014, Cartegraph has added a facility management
module that will enhance the Town's ability to track the facility related maintenance. The
services with this module include two additional user licenses, enabling the Town to produce
more accurate and reliable data for facility related performance measures used for budget
planning and performance reporting. Staff has negotiated a very reasonable incremental cost of
$5,763 for this addition.
Staff proposes funding the module with excess funding in the Digital Aerial Photography project
(411- 821 - 2006). This project will update the Town's aerial maps and the work will be complete
soon at a significant discount to the budgeted amount, leaving funds available as requested. The
module will also increase staff efficiency, resulting in capacity to complete other tasks.
CONCLUSION:
Staff recommends that the Town Council consider:
1. Authorize the Town Manager to execute a First Amendment to Agreement with Cartegraph
Systems, Inc. for software costs and professional services in an amount not to exceed $5,763.
2. Authorize a budget transfer from Town Digital Aerial Photograph/Topographic Map Project
411- 821 -2006 in the amount of $5,763 to Cartegraph System Upgrades Project 411 -841-
6401.
ALTERNATIVES:
The Council could choose not to approve this additional module. In this scenario, staff would
continue to work through manual tracking of work, which decreases reporting accuracy and
requires increased staff time to log work orders, work order completion, and reporting.
FISCAL IMPACT:
There are sufficient funds available for this project, as demonstrated in the fiscal table on the
following page.
PAGE
MAYOR AND TOWN COUNCIL
SUBJECT: CARTEGRAPH SYSTEM UPGRADES 411 -841 -6401
APRIL 23, 2015
FISCAL IMPACT (cont'd):
CARTEGRAPH SYSTEM UPGRADES
PROJECT 411- 841 -6401
ENVIRONMENTAL ASSESSMENT:
This is not a project defined under CEQA, and no further action is required.
Budgeted
Expended/
Proposed
Proposed
Remaining
Amount
Encumbered
Budget
Contract
Available
FY 2014/15 Fiscal Impact
FY 14/15
To Date
Adjustment
Amount
Balance
Cartegraph Funding
411- 841 -6401
$ 40,000
$ 40,000
$ 5,763
$ 5,763
$
421- 841 -6401
18,350
18,000
-
-
-
Aerial Photo Funding
411- 821 -2006
88,000
-
(5,763)
82,237
471 -821 -2006
42,000
-
42,000
TOTALS
$ 188,350
S 58,000
S -
$ 5,763
S 124,237
;_TOTAL EXPENDITURES BY
CATEGORY:
Contract
S 5.763
TOTALS
$ 5,763
ENVIRONMENTAL ASSESSMENT:
This is not a project defined under CEQA, and no further action is required.
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