HomeMy WebLinkAbout2013-120 Council Resolution•
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CITY OF LINO LAKES
RESOLUTION NO. 13 -120
RESOLUTION AUTHORIZING THE PURCHASE OF THE
CARTEGRAPH OPERATIONS MANAGEMENT SYSTEM
WHEREAS, The Public Services Department is responsible for the on -going maintenance and
repair of the City's streets, water and wastewater systems, fleet, parks, trails, and facilities. Also,
citizen requests for service must be responded to and day -to -day maintenance activities must be
accomplished in a timely manner and,
WHEREAS, Cartegraph manages operations /work processes, improves cost control, and will aid
the Public Services Department to be more responsive and effective in our day -to -day operations
and,
WHEREAS, Cartegraph will eventually be implemented within all maintenance divisions of the
Public Services Department and,
WHEREAS, Installation, implementation, and training costs amount to $29,456 and first year
licensing /maintenance fees amount to $10,140.
NOW, THEREFORE BE IT RESOLVED by the City Council of The City of Lino Lakes,
Minnesota:
1. That the City Council authorizes the Public Services Director to purchase and implement
the Cartegraph Operations Management System.
2. Initial costs ($29,456) and Stage 1 annual costs ($10,140) shall be designated from the
Fleet, Water, Sewer, Streets, and Parks budgets as follows:
DEPART
FLEET
$10,000
COSTS
TAGE
$7,140
WATER
$7,000
$0
SEWER
$7,000
$0
STREETS
$4,000
$3,000
PARKS
$1,456
$0
Adopted by the Council of the City of Lino Lakes this 12th day of November, 2013.
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The motion for the adoption of the foregoing resolution was introduced by Council Member
and was duly seconded by Council Member S- -h.e_s
and upon vote being taken thereon, the following voted in favor 'there()
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T e following voted against same:
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ATTEST:
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is e Bartell, Ci
y
C-k
Je f Rein: " ayor
Whereupon said resolution was declared duly passed and adopted.
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CITY COUNCIL
AGENDA ITEM 5A
STAFF ORIGINATOR: Rick DeGardner, Public Services Director
MEETING DATE: November 12, 2013
TOPIC: Consideration of Resolution No. 13 -120, Authorizing the Purchase
of Cartegraph Operations Management System, Rick DeGardner
VOTE REQUIRED: 3/5
INTRODUCTION
The Public Services Department is responsible for the on -going maintenance and repair of the
City's streets, water and wastewater systems, fleet, parks, trails, and facilities. Also, citizen
requests for service must be responded to and day -to -day maintenance activities must be
accomplished in a timely manner. Cartegraph manages operations /work processes, improves cost
control, and will aid the Public Services Department to be more responsive and effective in our
day -to -day operations.
BACKGROUND
As discussed during last week's City Council Work Session, Cartegraph is a fully integrated
operations management system that provides organization, process, and efficiency to enhance the
Public Services Department's ability to better manage vehicles and equipment, asset management,
materials inventory, citizen work requests, and better generate reports. The conversion to
Cartegraph will replace the manual systems currently being used with an automated system that
will improve operations and delivery of services.
Cartegraph will eventually be implemented within all maintenance divisions of the Public Services
Department. The projected timeline is as follows:
Stage 1 (2013 -2014) Implementation
❖ Cartegraph Operations Management System (See attachment for more detailed info)
❖ (Includes all Work and Asset Management Applications)
❖ Fleet Management with Fuel Integration
❖ YourGov — Smartphone engagement with residents
❖ Work Request — For staff and residents
❖ Pavement Management access (WSB already has completed)
Stage 2 (2015) Implementation
❖ Streets, Signs, Markings, Light Fixtures
❖ Water System including water mains, hydrants, laterals, meters, pumps, backflow
preventers, etc.
❖ Sewer System including sewer mains, laterals, force mains, manholes, pumps, etc.
Stage 3 (2016) Implementation
❖ Stormwater System including catch basins, culverts, pipes, inlets, etc.
❖ Park System including playground inspections, fencing, buildings, etc.
❖ Trail System including inspections, repairs, and maintenance
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Stage 4 (2017 +) Potential Implementation Projects
••• Blvd Trees
+ Facilities Management
+ Code Enforcement
+ Sump Inspections
Initial and On -going Costs
Stage 1 costs (including all Stage 1 software applications, installation support, 6 days on -site
training, access to Cartegraph App Store, with all apps available free of charge) amount to
$29,456. Ongoing, annual costs are limited to subscription licenses ($3,000 each) and Fuel
Integration support ($1,140). There are no additional annual maintenance fees. It is recommended
that three licenses be purchased initially. Please note that there are no additional fees (other than
set -up if needed) as we incorporate the various modules into our operations.
DEPARTMENT
FLEET
PROJECTE R CTED
COSTS - OST, COSTS
$10,000
$7,140
$7,140 $7,140
WATER
SEWER
STREETS
PARKS
TOTAL
$7,000
$0
$3,000
$3,000
$7,000 $0 $3,000 $3,000
$4,000 $3,000 $3,000 $3,000
$1,456 $0 $0 $3,000
$29,456 $10,140 $16,140 $19,140
Training and Resources
Cartegraph does a tremendous job providing on -going training and support. In addition to several
video training clips and downloadable technical documents via their website, Cartegraph also
hosts live training seminars via the web. Perhaps the most impressive aspect is the user -group
meetings that are conducted 1 -2 times per year. Cartegraph also provides toll -free technical
support via phone, fax or e -mail and provides maintenance releases at no additional cost.
RECOMMENDATION
I request that the City Council authorize the Public Services Director to purchase and implement
the Cartegraph Operations Management System. Initial costs ($29,456) and Stage 1 annual costs
($10,140) can be designated from the Fleet, Water, Sewer, Streets, and Parks budgets as listed
above.
ATTACHMENTS
1. Resolution No.13 -120