Staff Report cartegraphs we nF MEETING DATE: 11/03/15
� -•N« • ITEM NO:
zOS sA��g COUNCIL AGENDA REPORT
DATE: OCTOBER 22, 2015
TO: MAYOR AND TOWN COUNCIL
FROM: LAUREL PREVETTI, TOWN MANAGER
SUBJECT: AUTHORIZE THE TOWN MANAGER TO PURCHASE SOFTWARE AND
PROFESSIONAL SERVICES FROM CARTEGRAPH SYSTEMS, INC. FOR THE
PERIOD OF DECEMBER 30, 2015 THROUGH DECEMBER 29, 2017 IN AN
AMOUNT NOT TO EXCEED $76,800 OVER THE CONTRACT TERM.
RECOMMENDATION:
Authorize the Town Manager to purchase software and professional services from Cartegraph Systems,
Inc. for the period of December 30, 2015 through December 29, 2017 in an amount not to exceed
$76,800 over the contract term.
BACKGROUND:
The Parks and Public Works Department has been utilizing a Work and Asset Management system by
Cartegraph Systems, Inc. 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.
On October 21, 2014, the Town Council authorized overdue software upgrades to the Cartegraph system
(Attachment 1) and a multi -year Master Service Agreement. The multi -year Master Agreement
guaranteed the Town a discounted rate for the term of the agreement December 30, 2014 through
December 29, 2017. Another option was to execute a Master Agreement each year, but the cost would
have been significantly higher for individual years.
PREPARED BY: MATT MORLEY ° �
Director of Parks and Public Workk
Reviewed by:
Town Manager 1 "own Attorney
PAGE
MAYOR AND TOWN COUNCIL
SUBJECT: AUTHORIZE THE TOWN MANAGER TO PURCHASE SOFTWARE AND
PROFESSIONAL SERVICES FROM CARTEGRAPH SYSTEMS, INC. FOR THE
PERIOD OF DECEMBER 30, 2015 THROUGH DECEMBER 29, 2017 IN AN
AMOUNT NOT TO EXCEED $76,800 OVER THE CONTRACT TERM
OCTOBER 22, 2015
BACKGROUND (cont'dh
The Council authorization on October 21, 2014 included the purchase of services and products for the
period of December 30, 2014 through December 29, 2015 in an amount not to exceed $66,725. It was
anticipated that the Council would need to authorize purchases for the additional two years of the
agreement.
On May 5, 2015, the Town Council authorized the Town Manager to execute a First Amendment to the
Master Agreement (Attachment 2), to add more services to the upgrade in an amount not to exceed
$5,762.50. The original agreement with the first amendment authorized purchases for the software
upgrade and the first year subscription.
DISCUSSION:
Although the Master Agreement is authorized through 2017, the expenditure of funds for annual
contract renewal was not authorized in prior Council actions. The upcoming term from December 30,
2015 through December 29, 2016 includes services and products in an amount not to exceed $38,400.
This includes the annual subscription cost of $30,000 and integration with the fueling system of $2,400
as identified in the original master agreement as well as $6,000 for additional licenses as identified in the
first amendment to the agreement. The subsequent year subscription fee is the same, for a two year total
of $76,800.
CONCLUSION:
Authorize the Town Manager to purchase software costs and professional services with Cartegraph
Systems, Inc. for the period of December 30, 2015 through December 29, 2017 in an amount not to
exceed $76,800 over the contract term.
ALTERNATIVES:
Alternatively, the Town Council could direct staff to not authorize the purchase with Cartegraph
Systems, Inc. This alternative is not recommended as the Town has made a significant investment made
in upgrades and the software meets an important operational need in assigning and tracking work.
FISCAL IMPACT:
Funding for the second year of the agreement is included in the adopted FY 2015/16 Parks and Public
Works Operating Budget. Execution of any options to continue the service in subsequent years will be
contingent upon staff evaluation of the quality of the services provided, as well as the Town Council's
appropriation of funding in subsequent fiscal years.
PAGE
MAYOR AND TOWN COUNCIL
SUBJECT: AUTHORIZE THE TOWN MANAGER TO PURCHASE SOFTWARE AND
PROFESSIONAL SERVICES FROM CARTEGRAPH SYSTEMS, INC. FOR THE
PERIOD OF DECEMBER 30, 2015 THROUGH DECEMBER 29, 2017 IN AN
AMOUNT NOT TO EXCEED $76,800 OVER THE CONTRACT TERM
OCTOBER 22, 2015
ENVIRONMENTAL ASSESSMENT:
This is not a project defined under CEQA, and no further action is required.
Attachments:
1. Council Agenda Report dated October 21, 2014
2. Council Agenda Report dated May 5, 2015
THIS PAGE
INTENTIONALLY
LEFT BLANK
" f NIEETING SATE: Ld121/14
ITF,M ,N, Q.
as sns COUNCIL, AGENDA; REPORT
DATE, OCTOBER 10, 2014
T4: MAYOR AND TOWN COUNCIL
FROM: GREG LARSON, TO WN MANAGER i
SUBJFCT; CARTEGRAPH SYSTEM UPDGRADES 411 - 941.6401
A. AUTHORIZE THE TOWN MANAGER TO EXECUTE A PURCHASE
AGREEMENT 'WITH CARTEGRAPH SYSTEMS, INC. FOR SOFTWARE
COSTS AND PROFESSIONAL SERVICE$ IN AN AMOUNT NOT TO
EXCEED 566,725;
B. AUTHORIZE A REVENUE BUDGET ADJL`STMj jiNT IN AMOi N4 T OF
$18,000 FOR A13AG GRANT FUNDING,
RECOMMENDATION
1, Authorize the Town Manager to execute a Purchase Agrement with Cartegraph Systems,
Inc. for software costs and professional services in an ;amount not to exceed x6(.725.
2. Authorize a revenue budget adjustment in the amount of $18,000 for ABAG grand funding,
BACKGROUND:
The Parks and Public 1?Works Departitiow has been utilizing a Work ,Asset Management system
by Cartcgraph since; 21104. An agreement was executed between the Town of Los Gatos and
Cartegraph $ystctns, Inc. for a subscription to the Work and Asset Managernen# Prog>raru, The
scar ent agreement expires December K 20K
The ' Cartegraph Asset Management Program allows for day- to4ay- lrtana ement of - ✓ork.
activities by effectively logging and tracking citizen requests, scheduling work orders and
tracking of assets and work history throughout the `f'own,>
DISCUSSI0_N:
The soltware is currently hosted on a Town serverau¢ Provides valuable,, but hinited support of
the department's steeds. The software needs to be upgraded to allow w for increased use and
additional tracking of work rcquests, IaborF and material data, as well as creation of additional'
PREPARED BY MATT MORLEY
Director ofParks and Public WA4
Reviewed by
ATTACHMENT
PAGE 2
MAYOR AND TOWN COUNCIL
SUBJECT: CARTEGKAPH SYSTEM UPDGRADES 411.841 6401
OCTOBER 10, 2014
DlaCLL! 1 iv' [cont'd).
asset inventory such as signs; sidewalks, and trees. This upgrade will shift the hosting to a cloud
Based platfarm which will enable reinote 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 ABAGi hazard mitigation programs, mandated storm water
programs, and increasing internal needs for sign and other asset management efforts.
Cf37xCLU5:ION:
Staff recornmends that the Town Council authorize the Town Manager to execute a Purchase
Agreement with Cartegraph Systems. Inc. for software costs and profQssional services in an
amount not to exceed $66,725,
F..NVIRONMENTAL 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 58,725 will be funded out of the annual Operating Budgets from the Streets and
Signals and Park Services programs,
PY2013 114 Distal himact
411- 841 -6441
421 ABAC CrRA.N T
5401.61265
Available
Expended/
Budget
Encumbered
Funding
To Bate
$ 40,000
S
18,004
-
30,000
12,013
Proposed
Contract
Amount
S 40,000
18,000
4,362
TOTALS S 113,905 $ ZOA15 S 66,725 5 26,565
�r+
MEETING DATE: 01/05!15
ITEM NO,, s. C€�VNCIL AGENDA REPORT
DATE: APRIL23,2615
TO: MAYOR AND TOWN COUNCIL
FROM: LES WHITE, INTERIM TOWN MA 34
SUBJECT CARTEGRAPH SYSTEttif LiPCRADES 4J 1- 841-6901
A. AUTItORIZF THE TO4tN MAivTAGER
TO EXECUTE A FIRST
4 iMENDML TO AGREE S1ENT W1
PO
Cr\RTE(iRAP1T SYSTEb2S. INC,
FOR SOFTt�jARE t OS # S AND PROFESSIONAL S&RUICES ii;' A
AMOUNT NOT TO`t XCEFD $5,763 .
B, AUTHORIZE A BUDGET TRANSFER FROM TOUR° DIGITAL AERIAL
PHOTOGRAP11TOPOGRAP%iIC MAP PROJECT 411.821 -2600 IN THE
AMOUNT OF $5,763 TO CARTEURAPE SYSTEM UPGRADES
PROJECT 411- 841 -0401,
RECQ1MMEN DATION-
I . Authorize the Town Manager to execute a First Amendment to Agreement with Cartegraph
Systems, Inc. for software casts and professional services in an amount not to exceed $5,7613.
2. Authorize a budget transfer front Town Digital Aerial Photograph/Topographic Map Project
411- 821 -2006 in the amount of $5,763 to Cartegraph System Upgrades Project 411 -843-
6461.
BACKGROUND:
The Parks and Public Works Department has been utilizing a Work and Asset Management
system by CaAegraph since 2004, which allows for day -to -clay management of work activities by
effectively logging and tracking citizen requests, scheduling work orders, and tracking of assets
and work history throughout the Town.
hi October 2614, the Town Council authorized an agreement witb Cartegreph Systems, Inc. to
upgrade the current asset management program to a cloud based program for easy acccssibslity
and productivity in the amount not to exceed $66;725. The upgrade will address overdue
REPAREDBY: MATTMORIEY
Director of Parks and Public Works
viewed by:
ATTACHMENT 2
PAGE
MAYOR AND TO" CO UNC L
SUBJECT: CARTEGRAPH SYSTEM UPGRADES 411 -841 -6401
APRIL 23, 201
BryCKGROUND fcont'd7:
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']'own'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 Propose- 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 word; v%ill 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 sconsider:
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, acid reporting.
FISCAL IMPACT:
There are sufficient funds available for this project, .as demonstrated in the fiscal table on the
following page.
PAGE 3
MAYOR AND TOWN COUNCIL
SUBJECT; CARTEGRAPH SYSTEM UPGRADES 411 -841 -5401
APRIL 23, 2015
EISCAL IMPAGTcont'd ?:
471- 621 -2006. 42,000 - `ht° �
158„350 58.000 8. - It 5.763 S 124.237
N1 'iROtiNIE -NL4 L ASSESSMF --NAT
This is not a project defined under CEQA, and no further action 1s required:
Budgeted.
Expended/
Proposed
Proposed.
Amount
Encumbered
Budget
hF2014P15 Fia €4l lsnpack
_IV 14I1-4
To Date
Ad ustmeut
.taloum
Cartegraph Funding
411 -84.1 -6401.
S 40,000
S 40;000
S 5,763
S ;5,763
421 -841 -6401
78.350
18,000
-
A.erial. Photo Funding
411- 821 -2006
8:,000
471- 621 -2006. 42,000 - `ht° �
158„350 58.000 8. - It 5.763 S 124.237
N1 'iROtiNIE -NL4 L ASSESSMF --NAT
This is not a project defined under CEQA, and no further action 1s required: