Julie Leonard

Assistant Public Works Director

Albert J. Carbon III, P.E.

Public Works Director

Purchase of an Asset Management System (AMS)

Issue Statement:  Oakland Park maintains a wide array of infrastructure and assets that are maintained by Public Works, including water mains, hydrants, valves, pump stations, catch basins, and other critical components.  The Public Works Department 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.  

Recommended Action:  The City Commission adopt a resolution approving the utilization of the terms of the Panama City Beach contract with Azteca Systems, LLC and approving the proposed license agreement for Cityworks asset management program.  

Background: Currently, the Public Works staff uses primarily manual methods to distribute field work, and to record activity. This work can be either customer generated or routine/preventative maintenance. The City is looking to procure an Asset Management System (AMS) that will be used to prioritize and distribute work assignments, and keep record of who performed the work, and when it was completed by creating digitized records for future reference.   Having a software application  will  improve social distancing by limiting worker to worker contact as work orders are received by way of  a mobile device.  Once work is completed, work orders are closed out on the electronic device.  The software is robust and will assist staff by providing a number of statistics that can be used as quality metrics, it will automatically schedule preventive maintenance work orders, and it will provide a variety of reports that will assist in improving operational efficiencies.

The initial implementation is planned in the Public Works Department, Utilities Divisions, and will later be expand 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.  Staff is seeking a solution to track repairs and to schedule preventative maintenance on city assets by purchasing an asset management system.

Public Works staff held demonstrations with three Asset Management System vendors. After evaluating those systems, staff requested a virtual meeting/demonstration with the City of Lauderhill, who had experience with all three vendors, and is currently using Cityworks. After reviewing the three software applications, and receiving a real time demonstration from the City of Lauderhill, it was determined that Cityworks best fit the City's needs. Cityworks software will be able to integrate with the City's current geographical information system (GIS) taking existing data and importing it into Cityworks database.

The City of Panama City Beach, Florida issued a Request for Proposals in 2020 (Exhibit A) for AMS and awarded a contract to Cityworks.  Azteca Systems, LLC has agreed to allow Oakland Park to utilize the Panama City Beach contract.  There is a minor pricing differential as Oakland Park's has a substantially larger population than Panama City Beach and is in a different pricing tier.  The JonesEdmonds response to the RFP is available for review in the City Clerk's office.

The first year subscription fee to Cityworks software is $25,000, as shown in the attached License and Maintenance Agreement.  Sufficient funds are included in the FY 21 Adopted Budget of Public Works to provide funding for the software subscription relating to Asset Management System, as well as for  the cost to implement the system (a separate Commission item)

Funds for the subsequent years subscription of Cityworks software will be included in the proposed budget of future years.   The proposed expenditure for the current fiscal year is as follows:

Implementation of an Asset Management System (AMS)

The City Commission adopt a resolution approving the utilization of the terms of the Panama City Beach contract with Azteca Systems, LLC and approving the proposed license agreement for Cityworks asset management program.