Julie Leonard

Assistant Public Works Director

Albert J. Carbon III, P.E.

Public Works Director

Asset Management System (AMS) Consulting and Implementation Services, Phase Two

Issue Statement: The City's Public Works Department is in the initial stages of implementing Phase One of the Cityworks Asset Management System (AMS) approved by Commission in 2021.  The system will provide the capacity to fully document and inventory city owned assets, and to develop work orders/workflow processes.  Phase Two of the implementation will begin during FY 2022 and a qualified consultant is needed to provide project planning, management, training, and support 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 #020749 with Jones Edmunds & Associates, Inc., to provide overall project implementation and project management necessary to implement Phase Two of the new AMS at a cost of $44,850.  The contract term begins December 14, 2020 and ends December 14, 2023.

Background:  At the May 5, 2021 Commission meeting, authorization was given to  utilize the Panama City Beach Master Services agreement with Jones Edmunds & Associates, Inc., to provide overall project implementation and project management of Phase One of the AMS at a cost of $80,040. Phase One, which includes Water, Wastewater, and Stormwater, is expected to go live mid 2022.

Phase Two of the AMS will include Parks Maintenance, Building Maintenance, and Fleet Management. Implementation of Phase Two is expected to take approximately six months.  Phase Three is planned for FY 2023 and will include Solid Waste, and Streets/Medians.

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 like pumps, fire hydrants, valves, etc.  The repair and maintenance of these assets is  currently tracked using manual methods that record parts, materials, and work conducted in the field. Work can be customer generated or routine/preventative maintenance. Once implemented, an AMS will allow the repair and maintenance (R&M) of these assets to be tracked and managed in a digital/electronic environment. An AMS will also add the ability to prioritize work assignments and maintain proper, digital records.

The for Phase One of the implementation, the City has worked with Jones Edmunds, Inc., an engineering and management firm that specializes in the implementation of asset management systems, including Cityworks. Jones Edmunds' Scope of Services includes: 

• Project Planning and Management
• Geographic Information System (GIS) Review and Recommendations
• AMS for Parks Maintenance, Facility Maintenance and Fleet Management
• Training, Testing, and Go-Live
• Ongoing Support

The pricing of the contract will utilize the terms and conditions of Panama City Beach's Master Services Agreement #020749 with Jones Edmunds & Associates, Inc. for  project implementation and project management necessary to implement Phase Two of the new AMS at a cost of $44,850.  The contract term of the Panama City Beach agreement is from December 14, 2020 and ends December 14, 2023.  The same contract was utilized for Phase One of the project.

The Consultant's cost to manage the implementation and expansion of the Cityworks Asset Management System, phase 2 of the implementation is $44,850.  Funds were included in the FY22 Adopted Budget of the Public Works Department for this purpose and were identified as Business Plan Initiative of the Strategic Plan's Infrastructure Needs Performance Area..  The proposed expenditures are as follows:

Asset Management System (AMS) Consulting and Implementation Services, Phase Two

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 Phase Two of the Asset Management System at a total cost not to exceed $44,850.