Title
Approving a software implementation contract with Axim Geospatial in the amount of $138,750 for project management software implementation associated with Capital Improvement Project management, and authorizing the City Manager to execute the same.
Summary
The City currently uses ArcGIS and CityWorks to track all of our existing infrastructure including streets, drainage, parks, water and wastewater assets to evaluate conditions as well as track lifecycle costs of our existing infrastructure. The CityWorks component of ArcGIS allows for operational staff to be able to allocate work and resources to specific assets within the GIS system to better account for operational funds being spent on infrastructure.
Recently, the City implemented another wing of the ArcGIS and CityWorks platform that enables the Planning & Development Services Department to track development submittals and track development projects as they provide submissions during the design phase and also during the construction phase of public infrastructure. This portion of the software is called the Permits, Licensing, and Land (PLL) that tracks specific public infrastructure projects.
As the CIP Engineering division of Public Works currently manages a variety of different projects that are constructed as public infrastructure, staff evaluated the ability to use the PLL software to track Capital Improvement Projects as they begin design all the way throughout the completion of the construction of the projects. CIP Engineering staff for both Transportation and Utilities have evaluated a variety of different software options to better track the projects that we oversee, however, the use of PLL will allow for the project to begin in GIS through PLL and eventually be rolled into CityWorks when the operational staff take over the maintenance of the asset. This process will allow CIP Engineering staff to work within the same software that is being used in the Planning & Development Services Department to streamline needs amongst the City given the vast similarities between the two divisions within the City. By implementing the PLL software with the CIP Engineering division, it will also allow the City to track every infrastructure asset that the City has from the beginning of design until the eventual retirement of the asset with all of the details of the infrastructure in one location.
As the City currently has been working with Axim Geospatial on the rollout of PLL for the Planning & Development Services Department, they have an intimate knowledge of the City’s existing GIS system as well as the workflows that are present within the City’s public infrastructure projects. They have worked with the City’s GIS team on a variety of different GIS, CityWorks, and PLL items which have resulted in better tracking of existing capital assets as well as more efficient permitting within the City’s workflows.
This project is currently budgeted out of the software budget for CIP Engineering that is within the Information Technology department’s budget and is also budgeted out of the Utility Administration budget. This item will be a key component to ensure that staff can fulfill the Infrastructure goal of the City’s Strategic Plan by allowing staff to manage projects that better maintain infrastructure throughout the entire life of the asset from design until eventual retirement.
Prior City Council Action
N/A
Deadline for City Council Action
December 12, 2023
Funding Expected: Revenue _X_ Expenditure __ N/A __
Budgeted Item: Yes _X_ No __ N/A __
Amount: $138,750
1295 Form Required? Yes _X_ No __
Legal Review Required: N/A _X_ Required __ Date Completed: _______
Supporting documents attached:
Axim Geospatial - CIP Proposal
Axim Geospatial - Purchasing Rider
Recommended Action
Staff recommends approving a software implementation contract with Axim Geospatial in the amount of $138,750 for project management software implementation associated with Capital Improvement Project management and authorizing the City Manager to execute the same.