R2024-363 Resolution Authorizing a Professional Engineering Services Agreement with Burns & McDonnell Engineering Company, Inc., to Provide Engineering Services for Asset Management System Selection Assistance, City Project 2024-32

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11/22/24,4:42 PM Item Coversheet Public Works DATE: 11/8/2024 MEMO: 2024-178 TO: Honorable Mayor Julie Moore Wolfe and City Council Members FROM: Tim Gleason,City Manager Matt Newell,P.E.,Public Works Director Jim Edwards,Information Technology Director Paul Caswell,P.E.,City Engineer Robert Weil,P.E.,Water Production Manager Randy Miller,Water Services Manager Byron Bowman,Municipal Services Manager SUBJECT: Resolution Authorizing a Professional Engineering Services Agreement with Burns&McDonnell Engineering Company, Inc.,to Provide Engineering Services for Asset Management System Selection Assistance,City Project 2024-32 SUMMARY RECOMMENDATION: It is recommended that the City Council approve the attached Resolution authorizing the Mayor to sign and the City Clerk to attest a Resolution approving a professional services agreement with Burns&McDonnell Engineering Company,Inc.to provide engineering services for the selection of a Asset Management System for a fee not to exceed$167,250. BACKGROUND: The Public Works Department currently utilizes multiple software packages to store data and work history. These software packages were generally built in-house at various times over the years and largely do not work well with each other,including newer City software systems such as the Geographical Information System(GIS)used by the City. The Municipal Services Division work tracking system was built by the City's IT Department in the early 2000's as a Database 2(13132) system and has become difficult to maintain and is being phased out.The water plant maintenance management system,Antero, is still partially paper-based and has limited benefit. In recent years,the municipal software industry has focused on asset management packages that encompass all Public Works functions. The newer types of asset management systems utilize GIS mapping as the visual interface to track and store data. Keeping this data current and available to maintenance crews is becoming increasingly important in the utility management work the Public Works Department is engaged in. In the case of fixed mechanical assets such as the water plant,new asset management systems use sensors to monitor equipment condition and trigger timely repairs. This minimizes equipment downtime and potential compliance issues. As Public Works,IT,and GIS staff members reviewed options to replace the City's aging DB2 system, it became clear that there were many facets in the various software packages that were beyond the current experience base of city staff. For example, staff across multiple departments will need to implement a new advanced management system with capabilities we are not even familiar with.Based on conversations with other public works departments we associate with in the American Public Works Association, staff decided that consultant assistance would be highly beneficial. Staff decided to request proposals from consulting firms with expertise in the software market and selecting software best suited to the City's needs. This comparison of software could be made in-house,but that approach seems fraught with the opportunity for failure given the complexity of the new systems and the financial implications of the software selection and implementation. The benefits of upgrading the asset management system are expected to far exceed the costs. Given the value of the infrastructure managed by the Public Works is in excess of$100 million,even a I%improvement in service life represents a value of$1 million. The direct costs for selection,purchase and implementation of the asset management system are expected to be approximately $850,000. https://decatur.novusagenda.com/agendaweb/CoverSheet.aspx?ItemI D=5304 1/3