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11/22/24,4:42 PM Item Coversheet <br /> Smooth implementation will maximize the benefits of the asset management system and avoid loss of productivity as the system is <br /> rolled out.The track record from other agencies indicates that the right consultant can make a big difference in this regard. <br /> Request for Proposals <br /> On May 30,2024,the City issued a request for proposals and qualifications to provide professional services to assist City staff <br /> with the selection of an asset management system. Proposals were received on July 2,2024. Two firms submitted formal <br /> statements of qualification. The section committee,composed of Public Works Division Managers along with IT and GIS <br /> representatives,reviewed the proposals and selected the Burns&McDonnell Engineering Company,Inc.,as the firm best able to <br /> serve the City in performing the requested services. <br /> Engineering Services Agreement <br /> The services are to review the City's procedures and management processes,develop an RFP for vendors to propose a software <br /> solution,and assist in selecting a vendor. The Agreement includes the following services: <br /> 1. Conduct Public Works staff interviews to gather the technical and functional requirements for the new asset <br /> management system. <br /> 2. Review existing asset management operations and documentation processes to identify gaps and recommend best <br /> practices in prioritizing and documenting work. <br /> 3. Develop recommendations to address security requirements and compliance reporting. This is particularly necessary <br /> for the water system interactions with the Illinois EPA and the U.S. EPA's involvement with the sanitary sewer system. <br /> 4. Develop a vendor Request for Proposals with instructions,technical requirements,and evaluation criteria. <br /> 5. Assist City staff with RFP review,vendor support questions,demonstrations,and recommendations. <br /> A possible future phase may be needed to assist the City with the implementation of the selected software package. <br /> The proposed fee is$167,250,which will be split between the Water, Sanitary Sewer,Storm Sewer,and Local MFT Funds. It is <br /> estimated the purchase and implementation of the selected service is expected be around$850,000. <br /> LEGAL REVIEW: The agreement was reviewed and approved by Legal on November 7,2024. <br /> SCHEDULE: The work will commence immediately with the RFP expected to be advertised in 3 to 4 months. The advertising <br /> period,review and recommendations will take an additional 3 months depending on City staff availability. <br /> PRIOR COUNCIL ACTION: The project is budgeted in the FY 2025 budget. <br /> POTENTIAL OBJECTIONS: There are no known objections. <br /> INPUT FROM OTHER SOURCES: Burns and McDonnell Engineering Company,Inc. <br /> STAFF REFERENCE: Paul Caswell,City Engineer,will attend the City Council meeting to answer any questions of the Council <br /> on this item. <br /> BUDGET/TIME IMPLICATIONS: <br /> Budget Impact: The proposed engineering services agreement is for$167,250. Funding for this project is allocated and will be <br /> split equally at$41,812.50 between the Water Fund, Storm Sewer Fund, Sanitary Sewer Fund,and Local MFT Fund. <br /> Staffing Impact: Staff time is allocated to manage the project. <br /> ATTACHMENTS: <br /> Description Type <br /> Resolution Authorizing a Professional Engineering Resolution Letter <br /> Services Agreement with Burns&McDonnell <br /> hftps:Hdecatur.novusagenda.com/agendaweb/CoverSheet.aspx?ItemID=5304 2/3 <br />