To: Aaron Rector, Interim City Manager
From: Alonzo Liñán, Director of Public Works
Subject:
Title
Consider a resolution approving the purchase of Enterprise Asset Management (EAM) Public Works Work Order software and implementation services from Tyler Technologies, and further authorizing the Interim City Manager to execute all purchase documents related thereto on behalf of the City of Keller, Texas.
Action Requested:
Approve a resolution authorizing the purchase of EAM Public Works Work Order software and implementation services from Tyler Technologies, and further authorizing the Interim City Manager to execute all purchase documents related thereto.
Background:
The current Public Works Work Order software (Lucity) is approximately 25 years old and has reached the end of its functional life. Due to a combination of factors, including age, vendor acquisition history, customer service challenges, changing staff usage, and limited self-help functionality, it is unable to meet modern expectations, including providing automated workflows, user-friendly dashboarding and reporting, intuitive customer/staff interfaces, and integrated work and capital project management.
In FY 2022-23, the City contracted with Sciens Consulting to review software needs and draft a Request For Proposal (RFP) for a new Public Works Work Order software. In addition to drafting the RFP, Sciens also sought out potential software vendors to make them aware of the upcoming RFP issuance.
In February 2024, the City issued an RFP and received thirteen proposals. After several rounds of software demonstrations and reference interviews, the City determined that EAM from Tyler Technologies was the best value Public Works Work Order solution. This software as a service (SaaS) cloud-based solution will include a modern enterprise asset management interface which provides core work and work order management, inventory, fleet management, associated Tyler product integrations with the permitting, financial, and citizen engagement software, as well as capital project management and reporting, continuous improvement tools, customer friendly reporting and data query components, GIS-centric data management, and executive-level key performance indicator dashboarding.
This is considered the final piece of a complete enterprise resource planning (ERP) software suite and is anticipated to take 12-16 months to implement in two phases. Phase I will primarily involve the development of the EAM system and building of integrations. Phase II will primarily involve the development of citizen-facing tools and analytics, as well as tools for the development and management of capital projects and all associated integrations with other Tyler products.
Financial Impact:
The initial software purchase and implementation costs for year one are expected at $511,582, which includes the first year of SaaS fees ($80,432), implementation services ($410,600), and estimated travel charges ($20,550). The total contract duration is 10 years, in the amount of $1,624,348.
Funding for this item is included in the Information Technology Fund, with funding provided by the General Fund and Water & Wastewater Utility Fund.