TIC 2017-09-26 Item 2A - Purchase - Asset Management System for Public Works Department

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TO: FROM: BY: CC: DATE: SUBJECT: ISSUE Purchase an City of Tukwila Public Works Department - Bob Giberson, Director INFORMATIONAL MEMORANDUM Transportation and Infrastructure Committee Joseph Todd, TIS Director & Bob Giberson, Public Works Director Tami Eberle -Harris, Database Administrator Mayor Ekberg September 22, 2017 Asset Management System Purchase for the Public Works Department Asset Management System for the Public Works Department. Allan Ekberg, Mayor BACKGROUND Tracking assets throughout the City is currently a very manual process. Consistency and reporting is difficult, and the maintenance and management tends to be reactive rather than proactive. Having the ability to utilize an enterprise Asset Management System for the City would greatly improve effective management of assets, include preventative maintenance tools, work order processing, and ensure that mandated reporting is both efficient and consistent. Public Works has budgeted for the research and implementation of an Asset Management System in the 2017/2018 Budget. During 2017, Technology Information Services (TIS) teamed up with Public Works to investigate available options. It was apparent that the management of assets was a complex issue for many departments. A team was formed that included representatives from Public Works, TIS, GIS, Finance, Parks, Fire, and Planning. ANALYSIS A Request for Proposals (RFP) was published on May 17, 2017 and six vendors responded. After reviewing all of the RFPs, every vendor was given the opportunity to demonstrate their product for the team. A scoring rubric and evaluation criteria included areas of Responsiveness/Completeness of Proposal, Experience/Qualifications, Technical, Integrations, Functionality, Budget, and Implementation. The top two contenders after the criteria was assessed were Lucity and City Works. Subsequent to the demonstrations, the team went to City of Kirkland to see the Lucity system and the City of Burien to take a closer look at City Works. Lucity was unanimously selected as the Asset Management System that would best meet the needs of the City. Team members agreed that Lucity was far superior in navigation and ease of use. The system is capable of expanding to meet the City's requirements across departments and robust enough to ensure long term stability. They have a mobile centric platform that is closely integrated with our current GIS database. Additional information about Lucity can be found at: http://www.lucity. com/Software/Enterprise-Asset-Manaqement-Software hllps:lllukwilawa.sharepoint.comIsitesllandTSIAMT/Shared Documents'Info Memo Lucity 092217.docx