File #: 14-045    Version: 1 Name: PubWks Software (Sole Source Purchase)
Type: Agreement Status: Adopted
File created: 1/31/2014 In control: City Council
On agenda: 2/11/2014 Final action: 2/11/2014
Title: Communication from the City Manager and Director of Public Works Requesting Approval of a SOLE SOURCE CONTRACT with PUBWORKS, INC., in the Amount of $69,750.00, for Asset Management Software and Implementation Services for the Public Works Department.
Indexes: Goal 1 - Financially Sound City , Goal 3 - Beautiful Peoria, Have an efficient government., Invest in our infrastructure and transportation, Support sustainability
ACTION REQUESTED:  
Title
Communication from the City Manager and Director of Public Works Requesting Approval of a  SOLE SOURCE CONTRACT with PUBWORKS, INC., in the Amount of $69,750.00, for Asset Management Software and Implementation Services for the Public Works Department.
 
Body
BACKGROUND:  The Public Works Department has identified a need to actively manage the City's infrastructure and assets.  Currently assets are not inventoried in one database that allows for them to be managed in the most efficient manner.
 
Public Works staff has reviewed a number of asset management software vendors, including Cartegraph, SunGard, and iWorQ, and has settled upon PubWorks as providing the best product to match the Department's needs, within a reasonable upfront and continuing maintenance price point. A brief description of each vendor follows.
 
Cartegraph - Excellent software, but too costly for the Department's needs; is more focused on sign inventory.  
SunGard - Was slightly more expensive than PubWorks and was in a beta mode. They have only installed it in one municipality. We are looking for a more vetted program.
iWorQ - The least expensive web-based software. Seemed cumbersome and not user-friendly. Staff is looking for ease of use software in order to accomplish quality input.
PubWorks - Excellent Staff fit. Reasonable price point and ease of use. Allows staff to manage and report on assets.
 
PubWorks software provides a multi-division interface, no restrictions on the number of users, is a comprehensive tool for tracking data on equipment, materials, manpower and inventory, and translates that data into over 450 customized report styles.  In addition, the system utilizes data collection through hand-held devices in the field.
 
Public Works Staff is currently reviewing submittals to perform the asset inventory that will populate this software.  Staff will bring back a recommendation on a firm for asset inventory later in February.
 
 
FINANCIAL IMPACT:  PubWorks has provided a quote for the work, for the amount of $69,750, which is $50,500 for software and $19,250 for implementation services such as on-site user training.  Funding for this work is budgeted in the Sign Inventory and Upgrade Project PB1307.
 
NEIGHBORHOOD CONCERNS:  N/A
 
      
IMPACT IF APPROVED: A new asset management system will be implemented in the Public Works Department.
 
IMPACT IF DENIED:  Staff will continue without an asset management system.
 
ALTERNATIVES:  N/A
 
EEO CERTIFICATION NUMBER: PubWorks has EEO #03247-150331.
 
WHICH OF THE GOALS IDENTIFIED IN THE COUNCIL'S 2014 - 2029 STRATEGIC PLAN DOES THIS RECOMMENDATION ADVANCE?
 
1. Financially Sound City Government, Effective City Organization      
2. Attractive Neighborhoods with Character: Safe and Livable
 
WHICH CRITICAL SUCCESS FACTOR(S) FROM THE COMPREHENSIVE PLAN DOES THIS RECOMMENDATION IMPLEMENT?
 
1. Invest in our infrastructure and transportation.      
2. Support sustainability.      
3. Have an efficient government.      
 
DEPARTMENT: Public Works