Julie Leonard

Assistant Public Works Director

Albert J. Carbon III, P.E.

Public Works Director

Implementation of an Asset Management System (AMS)

Issue Statement:  The City is seeking to implement an Asset Management System (AMS) to fully document  and inventory city owned and maintained assets and to develop work orders/work flow processes.   A consultant to provide project planning, management, training, and support of the new Asset Management System is needed for project implementation and coordination.

Recommended Action:  The City Commission adopt a resolution approving the utilization of the Panama City Beach Master Services agreement with Jones Edmunds & Associates, Inc., to provide overall project implementation and project management of the new Asset Management System at a cost of $80,040.

Background: Currently, Public Works staff uses manual methods to record parts, materials and to track work conducted in the field. This work can be either customer generated or routine/preventative maintenance. The City is looking to procure an Asset Management System that will allow for work assignments, record and inventory keeping in a digital format.  The AMS will also improve social distancing by limiting worker to worker contact and it will include elements that will assist in  prioritizing and tracking work. 

The initial implementation of the AMS will be in the Public Works Department, Utilities Division, and will later be expanded to include other divisions such as Parks and Building Maintenance, Streets/Medians, Fleet, and Solid Waste.   

The City of Oakland Park owns, operates, and maintains a vast number of assets throughout the city including approximately 200 miles of water mains, 100 miles of sanitary sewer, 65 miles of storm sewers, and thousands of appurtenances such as pumps, fire hydrants, valves, etc. Currently the City has no digital/electronic method of managing and tracking the repair and maintenance (R&M) of these assets.  The Public Works Department is seeking a software solution to track repairs and to schedule preventative maintenance on city assets by purchasing an asset management system. 

After multiple reviews of potential systems, staff determined that the Cityworks platform provided the appropriate solution for the City.  The purchase of the system itself is considered as a separate agenda item.  This agenda item is in reference to the consultant services requested as part of the implementation of the system.

Jones Edmunds, Inc., is an engineering and management firm that provides services to implement asset management systems, including Cityworks. Services to be provided by Jones Edmunds include:

1. Project Planning and Management.
2. Geographic Information System (GIS) Review and Recommendations
3. Cityworks Online Environment Configuration.
4. AMS (Asset Management System) Data Development and Implementation for Stormwater, Wastewater Collection and Water Distribution. 
5. Custom Report Development.
6. Training, Testing, and Go-Live.
7. Ongoing Support.

The City of Panama City Beach, Florida issued a Request for Proposals in 2020 (Exhibit A).  Three proposals were received and evaluated and Jones Edmunds & Associates Inc, was awarded the contract.  The Agreement with the City of Panama City Beach provides for the agreement to be extended to other public agencies.   

During the Term of this Agreement, Consultant agrees to extend the same terms, covenants and conditions of this Agreement to other public agencies that have authority to purchase from another public agency's competitively solicited agreement. Each public agency that intends to make purchases under this Agreement must deal directly with the Consultant in all matters related to the purchase(s), including ordering, acceptance and invoicing, and such public agencies are exclusively responsible for the payment of all invoices.

The consultant fee to implement Cityworks Asset Management System, as described above, and based on the attached scope of  work of Jones Edmonds is $80,040.  This professional fee plus the first year annual subscription to Cityworks software for $25,000 (a separate Commission item) comprises the total cost to implement the Asset Management System of $105,040.  Sufficient funds are included in the FY 21 Adopted Budget of Public Works to provide funding for the professional services of Jones Edmonds relating to the implementation of the Asset Management System.  

The proposed expenditure is as follows:

Implementation of an Asset Management System (AMS)

The City Commission adopt a resolution approving the utilization of the Panama City Beach Master Services agreement with Jones Edmunds & Associates, Inc., to provide overall project implementation and project management of the new Asset Management System at a cost of $80,040.