Agenda Item
City Council
Item #: 3.4. 3/14/2023 File #: 21-0643
TO: Honorable Mayor and Members of the City Council
THRU: Tom Kisela, Interim City Manager
FROM: Christopher S. Cash, Public Works Director
1. SUBJECT
Software Agreement with MaintStar, a California Corporation, for the purchase and upgrade of the City’s work asset management system and land management system; and Agreement with LA Consulting for implementation services of work asset management system and land management system.
2. SUMMARY
The Public Works, Community Development, Community Services, Finance, and Information Technology Departments have been working to upgrade the Work Asset Management System (WAMS) and Land Management System (LMS). Purchase of both the new MaintStar WAMS and LMS would upgrade the current outdated MaintStar WAMS and CentralSquare/TrakIT LMS versions.
WAMS would benefit departments by providing a proficient real-time cloud-based asset tracking system, including analytics that will support City staff with preventative maintenance scheduling and performance-based budgeting. LMS will streamline our land development and management process and enhance customer service provided by the Community Development and Public Works departments.
3. RECOMMENDED ACTION
1. Approve the 5-year Software Agreement with MaintStar in the amount of $1,197,486 which includes the WAMS system amount of $539,112, the LMS system amount of $549,512, and a combined 10% contingency of $108,862, and authorize the Mayor and City Clerk to execute on behalf of the City.
2. Approve the agreement with L.A. Consulting, Inc. for implementation services in the amount of $127,182 and authorize the Mayor and City Clerk to execute on behalf of the City.
3. Approve the purchase of 60 smart devices in the amount not to exceed $70,000.
4. FISCAL IMPACT
The total expenditure is $1,394,668, which includes a 5-year software agreement with MaintStar in the amount of $1,197,486, the agreement with L.A. Consulting in the amount of $127,182, and the purchase of 60 smart devices in the amount of $70,000. This project will be funded through two funded capital improvement projects: Asset Work Order Management System (20285) and Land Use Tracking and Permitting Software (20482).
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Item #: 3.4. 3/14/2023 File #: 21-0643
5. STRATEGIC PLAN GOALS
Goal 1: Provide for a safe community
b: Provide and maintain infrastructure necessary to ensure the safety of the public.
Goal 2: Be a fiscally healthy community
d: Effectively manage and develop City assets.
6. DISCUSSION AND BACKGROUND
MaintStar
The Public Works Department, in collaboration with various key departments, has been working to upgrade the current WAMS and LMS. An interdepartmental group conducted a needs assessment of the City’s WAMS and LMS capabilities, identified functional priorities for the new systems, and reviewed various WAMS and LMS vendor proposals. After review of both management systems’ infrastructures, staff recommends moving forward with MaintStar’sWAMS and LMS systems, which would upgrade the current outdated MaintStar version for WAMS and replace the current outdated CentralSquare/TrakIT LMS.
Our current WAMS system is facilitated by MaintStar. The version of the MaintStar WAMS currently in use by City staff is over 20 years old. MaintStar, with its most current version, has been determined to provide great functionality and would have the ability to provide detailed analytics. The new WAMS benefits departments by providing a proficient real-time cloud-based asset tracking system, including analytics, that will support City staff with preventative maintenance scheduling and performance-based budgeting.
For LMS, the City currently utilizes an outdated LMS system facilitated by CentralSquare/TrakIT that has not been updated in over ten years. After several months of review and discussions with stakeholders from various departments, MaintStar’s LMS real-time asset cloud-based land management platform is being recommended based on cost-effectiveness and the streamlined and efficient interface of the software. The system has the capability to improve project tracking, provide more enhanced permitting support for both customers and staff, will provide a gateway for enhanced customer self-service options, and will create a portal for online plan submittals and permitting.
Staff is recommending a 5-year software agreement, with an option to renew for an additional five years. The agreement includes a not-to-exceed 5% cost escalation based on annual CPI from years two through five.
WAMS
The WAMS is the backbone for managing workflow, capturing asset condition and history, and supporting performance-based budgeting. Technology is continually advancing and upgrading the existing MaintStar WAMS would modernize the City’swork asset management system. The City has been using MaintStar since December 2001 and the current version is past its useful life. Updating to the newest version is a necessary upgrade that will use a cloud-based software solution and provide a mobile platform for field use while improving operations and maintenance processes.
Functionality & Benefits
The cost-effective benefits of upgrading MaintStar are extensive, it will improve asset tracking, streamline maintenance processes, and provide better data management. • Asset Tracking: One of the main benefits of using MaintStar is the software’sability to easily create and manage asset records, including detailed information about the asset's location, City of Orange Printed on 3/9/2023Page 2 of 6
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Item #: 3.4. 3/14/2023 File #: 21-0643
create and manage asset records, including detailed information about the asset's location, condition, and maintenance history. This makes it easy for City staff to quickly locate and assess the condition of an asset, which can help to improve response times, and reduce downtime.
• Streamlined Maintenance Processes: Another benefit is the software’sability to create custom maintenance schedules, which can help to ensure that assets are properly maintained on a regular basis. Additionally, the software includes tools for tracking maintenance requests and work orders, which can help improve communication between staff and ensure that all maintenance tasks are completed in a timely manner. MaintStar will integrate with the City’s“Orange24/7”App to streamline maintenance requests and reduce turnaround time for completing repairs.
• Data Management: With this software, staff can easily access detailed information about their assets, including condition and maintenance history, which can be used to make informed decisions about future maintenance and repairs. Additionally, the software includes tools for generating reports and analyzing data, which can help to identify trends and improve overall performance. Of significant importance, MaintStar will integrate with the City’sGIS system to integrate asset information with our other GIS data layers to create a more comprehensive record of our infrastructure.
The following is a department-by-department breakdown of the benefits of MaintStar’s WAMS:
Public Works
Public Works will be the largest user due to the wide range of managed assets (infrastructure and equipment) in the City of Orange and under the stewardship of the Public Works Department. Assets managed through the software include streets, sidewalks, sewer, water mains, traffic lights, streetlights, vehicles, and facilities. MaintStar’scloud based WAMS will allow in-field and real time information to be available to City staff. Asset history, improvements, plans, pictures, and life-time costs would all be available through the MaintStar system.
The robust collection of data that MaintStar will allow can be used to increase efficiency and maximize the use of the City’sresources. MaintStar software comes with a logic learning component that will assist with work scheduling and preventative maintenance routines. For example, preventative maintenance schedules could be adjusted to improve the function of the asset.
Seasonal changes to assets could be extracted to provide maps of hot spot areas. This would directly benefit our engineering services when conducting needs assessments for infrastructure replacement through the City’s Capital Improvement Program.
Community Services
As part of the Community Services Department, the Parks and Facilities Division is responsible for the City’s22 parks, as well as trails, including the Santiago Creek bike trail, and park facilities. Each park has its own unique set of amenities (community buildings, playgrounds, picnic pavilions, benches, exercise equipment, etc.) as well as, trail and plant materials, irrigation, lighting, and signage.
Community Services has a history of using an antiquated version of MaintStar for basic work order tracking. Generally, the Department intends to use the upgraded version of the software to plan and document maintenance activities of park assets, improve efficiency, and plan for future needs using City of Orange Printed on 3/9/2023Page 3 of 6
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Item #: 3.4. 3/14/2023 File #: 21-0643
document maintenance activities of park assets, improve efficiency, and plan for future needs using tangible data.
Additionally, Parks staff will use labor data collected through work orders to assist in assigning the most appropriate staff to work orders. More specifically, the Department intends to inventory and forecast the lifespan of park and facility assets within the system to initiate/complete work orders, capture associated labor costs, track materials used, provide supporting documentation and photos, evaluate asset replacement needs using hard data, plan future capital projects, and calculate repair/maintenance expenses in conjunction with restitution cases.
With the software’smobile capability, field staff will be able to receive requests, create tasks, and log work performed and resources used in the field with the use of an iPad and/or mobile phone.
Finance
As the City transitions to a performance-based budget, MaintStar provides the ability to deliver real time metrics. Cost to benefit ratio data can be extracted from the WAMS to assist City management when deciding the best use of financial resources related to maintenance and replacement of City assets. MaintStar can also be used to track inventory at the City’swarehouse. Reminders to order inventory can be set as stock drops below a specified threshold. It can also track pricing on unit costs which will assist in budget forecasting.
Information Technology
MaintStar is compatible with currently used City software. Eden, ArcGIS, Laserfiche, Granite Net, and FuelMaster are a few examples of software that can be integrated. MaintStar also offers a mobile citizen reporting app and web browser platform. MaintStar also offers the ability to provide its own citizen reporting app that can be used to further simplify communications between citizen requests and WAMS. A seamless transition of data from GOGov’sOrange 24/7 app to MaintStar is possible and will be evaluated.
Implementation
The overall implementation would occur over one year. A waterfall implementation methodology is proposed from MaintStar for a successful update and integration. There are seven modules (Street Maintenance, Fleet, Facilities, Water, Traffic, Engineering, and Parks) with each module including a design, build, test, delivery and deployment. Remaining with MaintStar allows for historical data to quickly be integrated into the new version and provides historical comparison to existing modules. All modules are expected to be operational in FY 2024. The total 5-year cost of MaintStar’sWAMS is $539,112, which includes a contingency of 10%. The first annual amount is $218,100, which includes a one-time implementation cost of $159,100 and an annual subscription fee of $59,000 which will be adjusted by a five percent increase in subsequent years.
LMS
In September 2010, the City entered into an agreement with CRW Systems Inc. for the installation, data conversion, and training on the TrakIT software for the City’sLMS. The system was used for the issuance and administration of Building Permits, managing, and tracking the development review process, and Code Enforcement tracking, Over the past few years, TrackIT has become outdated and has been plagued with issues including periodic system crashes, unintended inputs, limited features, and very limited software support due to the outdated version the City currently uses.
Staff from Public Works, Community Development, Fire, and other departments have been working City of Orange Printed on 3/9/2023Page 4 of 6
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Item #: 3.4. 3/14/2023 File #: 21-0643
Staff from Public Works, Community Development, Fire, and other departments have been working with an experienced LMS consultant, Park Consulting Group, since early 2022 as part of the City’s LMS procurement efforts. The City’sgoal was to replace or update the outdated TrackIT software with a new permitting and land management system that offers advanced cloud-based technology and augmented functionality.
The move to a new LMS system is essential to improve customer service through improving the ability to better track projects as they move through the development review process, increasing the ability to access permit data for staff and the public, providing a portal for online permitting and electronic plan reviews, and significantly improving operational efficiencies in the City’s land management process. Three software companies, including Tyler Tech, Clariti Cloud, Inc. (Clariti), and CentralSquare, were invited for interviews and conducted software demonstrations based on City specifications. All three companies were evaluated based on responsiveness to the City’s requirements, functionality, and cost. Tyler Tech and Clariti, while having robust functionality, also significantly exceeded the City’sbudget for their services. Tyler Tech and Clariti had costs over $2 million for a 5-year term, as opposed to the City’s project budget of approximately $1 million.
Upgrading the City’sexisting TrakIT system to the LMS system provided by MaintStar were further evaluated as they both possessed functional capabilities that met the City’sneeds and were cost effective given the City’sbudget. After extensive interviews and assessing system technology and essential functions, staff decided to move forward and recommend MaintStar based on its user- friendly and customizable configuration, modern look and feel, and responsiveness to the City’s requirements.
MaintStar’sLMS will provide a streamlined process for development project application and review, assist with managing plan check and inspections, track code enforcement activity, and generate custom reports with an interactive dashboard. The upgrade also includes extensive training for all user groups in various departments and divisions. Core features and key benefits are highlighted below:
• Cloud based operation which allows for online submittal of plans and permit applications to enhance customer service and provide service options;
• Checklists in both reviews and inspections (including providing a mobile field app for staff); • Advanced search query options for reporting;
• Increased GIS integration for permits, projects, and code enforcement cases; • Providing a portal for digital plan submittal and plan check; • Enhanced ability to provide communications and updates to applicants and contractors through the development process;
• Superior reporting that includes a standard report library of approx.100 reports and forms; • Automatic hardware and software upgrades and updates; • Secure data and access and around-the-clock network administration, and; • Certified network environment.
Project implementation is scheduled to begin in April, with an anticipated go-live within 12 months.
The total 5-year cost of MaintStar’sLMS is $604,463, which includes a contingency of 10%. The first annual amount is $282,500, which includes a one-time implementation cost of $273,500 an annual City of Orange Printed on 3/9/2023Page 5 of 6
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Item #: 3.4. 3/14/2023 File #: 21-0643
annual amount is $282,500, which includes a one-time implementation cost of $273,500 an annual subscription fee of $59,000 due when the LMS is live, and a loyalty discount of $50,000. As the City transitions to the new LMS system, we will sunset our current CentralSquare/TrakIT system which will result in savings of about $30,000 per year.
Retention of L.A. Consulting, Inc.
To assist the City’sefforts to implement the MaintStar WAMS and LMS systems, staff recommends the retention of L.A. Consulting, Inc. As MaintStar will be responsible for the conversion of data, training, and transitioning to the new systems, L.A. Consulting, Inc. will assist staff with the procedural efforts to bring the software systems live, including configuring the systems to optimize staff use. L.A. Consulting, Inc. has extensive knowledge of MaintStar which spans more than two decades. L.A. Consulting has assisted the City in the past, as well as other jurisdictions around California. L.A. Consulting, Inc. will be providing operational expertise and hands-on training regarding use of the system on a day-to-day basis and provide feedback on data improvement and integration of the software into daily operations.
Purchase of Smart Devices
Due to the significant upgrade of both the WAMS and LMS, the purchase of new hardware, including Apple iPads and Microsoft Surface Pros, will be included as part of this transition. Significant field- based functionality of both the WAMS and LMS systems will allow field staff to utilize these systems for dispatching work, accessing information, and collecting data. With MaintStar’s cloud-based system, these devices will ensure real time data is being tracked and stored.
Conclusion
MaintStar would provide the City of Orange the resources to efficiently manage its assets and resources while providing opportunities to improve and refine management practices with the assistance of the analytics. The real time cloud based MaintStar will significantly improve both external and internal customer service requests from the current software.
7. ATTACHMENTS
· Agreement with MaintStar
· Agreement with L.A. Consulting
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