To: Mark R. Hafner, City Manager
From: Alonzo Liñán, Director of Public Works
Subject:
Title
Consider a resolution approving a consulting services agreement with Sciens Consulting for the Asset Management System Solution Selection project and authorizing the City Manager to execute all documents related thereto on behalf of the City of Keller, Texas.
Action Requested:
Consider a resolution approving a consulting services agreement with Sciens Consulting for the Asset Management System Solution Selection project in the amount of $69,000 for Assessment and Planning services, Request for Proposal Development, Vendor Evaluation and Selection, and Contract Negotiation.
Background:
The Public Works Department’s current software solution is in excess of 20 years old and is approaching the end of its functional life. As is typical with software of this type and age, it has been acquired, modified, customized and transferred between organizations and iterations, resulting in a solution that is costly to modify and limited in its versatility. A few factors have been identified which make transitioning software platforms a necessary adjustment to our workflow.
a. Staff turnover, workflow adjustments, and changing organizational practices have produced data fragmentation which makes reporting ineffective, resulting in complex data queries to obtain information.
b. The software has been slow to receive modernization updates from its vendor to enable ease of use in an office or mobile environment.
c. Technical support is slow to resolve issues with aging case resolution times impacting operational efficiencies.
d. Several new providers have entered the field in the last several years who have diversified the asset management and workorder software options.
Our objective is to identify a software solution that more effectively “talks” across function and department lines to improve efficiencies. For example, if a work order is generated by one department, corresponding work orders and notifications for other departments are generated, along with other relevant information and tasks so that divisions and departments do not perform duplicative activities or work at cross-purposes.
The proposal furnished by Sciens Consulting will provide for the professional evaluation of existing processes and workflows, including use cases for the various stakeholders and users of the software, and will take into account best management practices in order to develop an effective Request for Proposals and help determine the most qualified software provider for the City.
Financial Impact:
This item is budgeted in the FY 2022-23 Information Technology budget with funding provided by the General Fund.
Legal Review:
The City Attorney has reviewed and approved.
Alternatives:
City Council has the following alternatives:
- Approve as submitted
- Approve with changes
- Denial
Council Action:
Staff recommends approval of the proposed resolution as presented.