Consideration and Approval of Sole Source Contract:  Upgrade Services for Cartegraph Systems, Inc. from Navigator to Operations Management Software.

The City of Flagstaff Street Section is looking for a software that can track assets and manage work done by employees. This type of program will greatly increase the efficiency of the section as found in the Operations and Maintenance (O&M) Study done in 2015 by L.A. Consulting and sponsored by the Flagstaff Metropolitan Planning Organization. This project will consist of compiling a comprehensive list of assets, their condition, their cost, and needed maintenance. The software purchased must also have the capability of using this information to track work done by staff and the cost of said work.

Cartegraph is a software that has been used by the City of Flagstaff Street Section for the last 20 years for pavement inspection. An upgrade from Navigator, which is the current system, to Operations Management System (OMS) would allow staff to continue to use Cartegraph for pavement while also allowing for the tracking of assets and management of work.

This vendor is a sole source provider for the following reasons.
1. It is an upgrade of software currently existing, not the purchase of new software.
2. Pavement Overall Condition Indexes (OCIs) have been tracked within Cartegraph for the last 20 years. Keeping this system allows staff to continue adding data for Pavement Preservation and the Road Repair and Street Safety Initiative.
3. The combination of assets available in Cartegraph perfectly match those needed for the work we are hoping to do (Storm Water, Pavement, Transportation, Walkability, Signals), while also providing assets that can assist all of Public Works in the future (Parks and Recreation, Facilities, and Fleet). Other programs researched can offer similar assets, but not the exact combination needed for staff's efforts.

The proposed contract is for a period of 3 years, where the first year cost exceeds years 2 and 3 due to the cost of implementation and training.

The cost of the upgrade is $115,615.50 for the first year and $57,815.50 a year for years 2 and 3 of the contract. The cost of year 1 exceeds the cost of years 2 and 3 due to the cost of implementation and training. The cost for this software has been budgeted for $200,000 for the first year in the Street Section FY2018 budget - line item 040-06-161-0614-6-4401.

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

No.

Option 1 - Approve the sole source contract for Cartegraph Systems, Inc. for an upgrade in services from Navigator to OMS.

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 Street Maintenance performance at the City of Flagstaff and Coconino County in what is known as the Operations and Maintenance (O&M) Study. The final findings of this study found many inefficiencies within the City of Flagstaff Street Section. First, there is no uniform way to track assets and work done. Some things are tracked on paper and others in excel spreadsheets. This leads to inaccuracies in all aspects. Second, there is no set work flow procedure. Communication on work that needs to be done tends to go through several different channels before it reaches the crew. This leads to general disorganization and a breakdown in communication among staff. Third, tracking assets is done manually, meaning that there is no automated system informing staff when assets need maintenance and replacements. This makes it very difficult to estimate a budget needed for each fiscal year.

LA Consulting had 48 recommendations to help improve workflow and decrease inefficient practices. Many of these recommendations centered around upgrading Cartegraph's services and fully utilizing the capabilities of the software. By upgrading to the Operations Management System (OMS), the City would be able to track assets and work while still having access to previous years' pavement data.

Cartegraph OMS has 72 assets and the ability to create custom assets as needed. There are assets in Transportation, Signal Network, Sewers, Storm, and Walkability, all of which directly impact the Street Section. In addition, there are assets in Facilities Maintenance, Fleet, Parks and Recreation, and Water, which affect other sections with Public Works. While the short term view of this project is to streamline the work flow and asset management within streets, the larger application reaches throughout the entire department and potentially the entire organization.

When it became clear to staff that the Street Section was lacking in efficient practices, staff began looking at different software that could perform the necessary tasks. 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 allows the Street Section to operate out of one software program for pavement and asset management instead of two separate software programs.

Because Cartegraph OMS is an upgrade to current software, and because it provides the right combination of assets for the Section, staff has requested that this be a sole source vendor. More justification for a Sole Source Procurement has been attached.

On June 20, 2017, the City Council approved the budget for fiscal year 2018. In this budget, there has been funds appropriated to a contracted two-year position in Streets specifically to assist in the implementation of Cartegraph. This extra body will provide additional administrative support while staff works at a seamless transition.

• The City of Flagstaff Street Section has been using Cartegraph for 20 years with no issues or complaints.
• This contract is an upgrade of Cartegraph services to Cartegraph OMS, not a purchase of new software.
• Cartegraph OMS provides specific assets that will benefit the Street Section.
• Findings in the O&M study consistently recommend an upgrade in Cartegraph services.
• A new position within the Street Section was created in FY18 to assist in this Cartegraph upgrade.

This program will greatly benefit the community by increasing the efficiency of the Street Section. This program will identify a specific work flow from citizen to crew. In addition, it will outline each asset, it's condition, cost, and needed maintenance. This increase in efficiency and organization will lead to an increase in work production.

Inform.