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6.E.
City Council Meeting - FINAL (AMENDED)
Meeting Date:
06/02/2020
Co-Submitter:
Emily Markel
From:
Scott Overton, Streets Section Director

Information

TITLE:

Consideration and Approval of Contract:  Cartegraph Software and Services Contract renewal for a 3-year term for a total cost of $187,613.64

STAFF RECOMMENDED ACTION:

  1. Approve the Cartegraph Software and Services Contract renewal in the amount of $187,613.64 for an additional 3-year term commencing on July 1, 2020; and
  2. Authorize the City Manager to execute the necessary documents.

Executive Summary:

Cartegraph is a management software that has been used by the City of Flagstaff Streets Section for over 20 years for pavement inspections. Updates that the Contractor has made to this software has allowed staff to continue to use Cartegraph for pavement assessments and the tracking of assets and management of work.  This has been utilized for increased asset management of street lighting, sidewalk program, stormwater infrastructure, striping and markings and  asphalt repairs. With the Cartegraph software, the Street Section has compiled a comprehensive list of assets, asset condition, asset cost, and needed maintenance items. The software has also allowed the Streets Section to use this information to track areas of work completed by staff and the associated costs of the work. Renewal of the Cartegraph contract will give the Street Section uninterrupted use of the software and further opportunity to continue to expand upon its current uses.

    
   

Financial Impact:

The cost of the renewal is $60,698.70 for the first year, $62,519.65 in year 2 and $64,395.29 in the final year for a total cost of $187,613.64. The software costs are funded with Highway User Revenue Funds (HURF)  in the 2020-2021 Streets Section budget Acct# 040-06-161-0610-6-4343.  

Policy Impact:

 

Connection to Council Goal, Regional Plan, CAAP, and/or Strategic Plan:

Transportation and other public infrastructure - Deliver quality community assets and continue to advocate and implement a highly performing multi-modal transportation system.

Has There Been Previous Council Decision on This:

The Council has discussed the Cartegraph program in years past and all members were introduced to the software during the Council orientations and tour of the Streets operations.

Options and Alternatives:

1. Approve the software contract renewal with Cartegraph.
2. Do not approve the software renewal and provide staff with modified direction.
3. Discontinue the use of Cartegraph and investigate alternative software asset management tools.
 

Background and History:

Twenty years ago, the City of Flagstaff Street Section purchased Cartegraph Navigator from Cartegraph Systems, Inc. Since that time, Cartegraph has been used annually to collect data on the condition of pavement around the city. Staff does annual pavement inspections and generates an Overall Condition Index (OCI) for each road within city limits. OCIs quantify the performance of the pavement, allowing staff to identify the treatment needed to extend the life of the road. These figures have been the driving figure in the Pavement Preservation Program and, more recently, the Road Repair and Street Safety Initiative (Proposition 406).

In 2015, the Flagstaff Metropolitan Planning Organization (FMPO) hired a professional consultant to evaluate Streets Maintenance performance at the City of Flagstaff and Coconino County in what is known as the Operations and Maintenance (O&M) Study. LA Consulting had 48 recommendations to help improve workflow and decrease inefficient practices, one of which included implementing the use of a software management tool.  Staff looked into Cartegraph, City Works (which Utilities uses), Lucity (County system), PubWorks, and Enterprise Asset Management. The result was that while each program had it's strengths, Cartegraph provides the right combination of assets as needed by the section. In addition, staying with Cartegraph allowed the Streets Section to operate out of one software program for pavement and asset management instead of two separate software programs. In 2017 an upgrade to the Operations Management System (OMS) of Cartegraph occurred resulting that the City would be able to track assets and work while still having access to previous years' pavement data.

In the past years of 2018 and 2019, funds were appropriated to an administrative position in Streets specifically to assist in the implementation of Cartegraph. This employee emphasis provided additional administrative support to the Streets Section during the implementation.  The position was vacant for some time before being a reduced FTE last year. 

The City of Flagstaff Procurement team and Public Works determined this purchase to be a sole source.

Community Involvement:

Asset management and work programming is a critical function in the Streets Section.  Identifying efficiencies and good management continue to be a strong method to utilize assets and employee talent to its greatest potential.  The Streets Section continues to improve in the use of Cartegraph and the tracking of work from an initial call from a citizen through to the costing and calculating of the completed task.

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