Staff recommends the City Council approve the amendment to the consulting Agreement with Jacobs Engineering Group in the amount of $798,597 for phase 2 of the asset management project.

The Public Works Department has identified the need for an Asset Management Program (AMP) that will help Public Works manage a large set of public assets.  These assets have an estimated $6.5 billion value and include equipment, streets, alleys, sidewalks, multi-use trails, landscaping, streetlights, all traffic control infrastructure, solid waste containers, and landfill buildings, as well as all water, wastewater, and storm infrastructure.  The expected benefits of the AMP are maximizing the return on investment on assets, reduced cost of asset ownership without sacrificing service levels, increased ability to consider life cycle costs, better understanding of risks in decision-making, a better focus on priorities, and better informed funding decisions.

City Council approved phase 1 of this project at the November 12, 2019, Council meeting and was notified that project scoping and fees for phase 2 would be presented to City Council through a future contract amendment proposal.  Phase 1 included the work needed to assess the current conditions, develop a roadmap, and create asset management plans.  Phase 2 of the project is the implementation phase which includes implementing 30 asset management initiatives that were identified and prioritized in Phase 1.  Public Works will be completing the work for 16 of the asset management initiatives entirely in-house and requires the assistance and support from the consultant for the following 14 initiatives:

• Data Management Initiatives
  • Asset hierarchies
  • Data standards
  • Computerized maintenance management system coding
  • Inventory management system
• Life Cycle Initiatives
  • AMP development
  • CIP prioritization process
  • Business case analysis strategy
• Maintenance Initiatives
  • Failure analysis
  • Asset risk
  • Maintenance strategies
  • Preventative maintenance optimization
• Service Level Initiatives
  • Service level and performance
  • Risk framework
  • SOPs and business processes

City Council may:

• Approve the Amendment to the Agreement for consulting services with Jacobs Engineering Group; or,
• Not approve the Amendment.  If not approved, the asset management initiatives identified in the phase 1 needs assessment and roadmap will not be able to be completed without substantial increases in Public Works staffing levels. 

The Asset Management Program project phase 2 is in the amount of $759,597 and funding is available in the FY21 Public Works budget.  The project will utilize water, wastewater, storm, streetlight, street maintenance, and solid waste funds.