HomeMy WebLinkAbout13.A.1. Extension Agreement with WSB & Associates, Inc. to Implement Cartegraph Fleet Program
/3. fl. I.
CITY OF SHAKOPEE
Memorandum
TO: Mayor & City Council
Mark McNeill, City Administrator
FROM: Bruce Loney, Public Works Director
SUBJECT: Authorize Extension Agreement with WSB & Associates, Inc. to
Implement Carte graph Fleet Program
DATE: February 3, 2010
INTRODUCTION:
Attached is an extension agreement for consultant services from WSB & Associates,
Inc. to implement the Carte graph Fleet module for the Public Works Department.
BACKGROUND:
The Public Works Department has implemented and utilized Fleet Controller software
for managing its fleet services and maintenance records on vehicles and parts inventory
since 2007 (in full use entering repair tickets). This program is one that has been used
by many Cities in the Metro area.
Recently, the program has had problems with reliable data and the program is not
keeping up with the Fleet Management Program in the Metro area. We have been
experiencing difficulties in the latter part of 2009.
Staff researched other cities switching from Fleet Controller to Fleet Carte graph which
include Golden Valley and Lakeville. In discussing this switch with Golden Valley, the
Cartegraph Program is more reliable, more user friendly, can generate better reports and
has better customer support service.
Staff did receive the Fleet module when we purchased the 5-pack initial program
purchase of Carte graph. The tasks needed from WSB & Associates, Inc., who has
done the work for Golden Valley, is to migrate the existing data, customize a couple of
reports and integrate gasboy fuel data. The cost of the work is not-to-exceed $6,558.00.
Staff did not renew the Fleet Controller maintenance agreement ($700.00/yr.) as of yet.
Staff did not budget for this consultant time as the problem was not noticed until after
submitting the budget. Staff has received notice from Scott County that the city will
receive a grant of approximately $10,000 for cleanup day which was not budgeted in for
2010. With this revenue source, sufficient funds would be available that can support
this expenditure. Also there is approximately $2,000 of funds available in the Fleet
Maintenance Division budget to support this expenditure as well. A budget amendment
will be done later this year to transfer the funds as necessary from the Street Division to
Fleet Division.
AL TERNA TIVES:
1. Authorize the appropriate City officials to execute the extension agreement with
WSB & Associates, Inc. for the Carte graph Fleet Management Program at a cost
not-to-exceed $6,558.00.
2. Do not authorize the extension agreement and utilize the existing software for
another year.
3. Table for additional information.
RECOMMENDATION:
Staff recommends Alternative No.1, as the existing program is not reliable and the
Cartegraph Fleet Program is more current, user friendly, and has better customer
support service.
ACTION REOUESTED:
Authorize the appropriate City officials to execute the extension agreement with WSB
& Associates, Inc. for the Cartegraph Fleet Management Program at a cost not-to-
exceed $6,558.00.
~w~
Public Works Director
ENGR/2010-PROJECTS/2010-COUNCllJAGREEMENT-CARlEGRAPH-FLEET-MANAGEMENT
...~
..
WSB
&: Associate.\". hie. Infrastructure. Engineering . Planning. Construction 701 Xenia Avenue South
Suite 300
Minneapolis, MN 55416
Tel: 763541-4800
Fax: 763541-1700
January 26, 2010
Mr. Bruce Loney, PE
Public Works Director/City Engineer
Shakopee Public Works
400 Gorman Street
Shakopee,~ 55379
Re: Extension Agreement - CarteGraph Fleet Work Plan
Dear Mr. Loney:
According to our Agreement for Professional Services within the City of Shakopee, this extension
agreement is written to provide services for the above-referenced project.
Weare proposing to complete this work on a cost-reimbursable basis, as necessary, in accordance
with the proposal dated November 12,2009, with a maximum not-to-exceed $6,558. The City of
Shakopee agrees to reimburse WSB & Associates for these services in accordance with Section IV
of the Agreement for Professional Services.
If this agreement meets with your approval, please sign below and return one copy to our office.
Sincerely,
WSB & Associates, Inc.
Jg It:Wicz -
G S Consultant City Administrator
City Clerk
Mayor
Date
.
WSB
&Associates. Inc: Infrastructure _ Engineering _ Planning _ Construction 701 Xenia Avenue South
Suite 300
Minneapolis, MN 55416
Tel: 763541.4800
Fax: 763 541.1700
November 12, 2009
Mr. Bruce Loney, PE
Public Works Director/City Engineer
City of Shakopee
129 Holmes Street South
Shakopee,~ 55379-1328
Re: Cartegraph Fleet Work Plan
City of Shakopee, ~
Dear Bruce:
I am pleased to submit this work plan on behalf of WSB & Associates, Inc. to implement
Carte graph' s FLEET module for the City of Shakopee. This module will be fully integrated with the
City's Computerized Maintenance Management System (CMMS). We plan on working closely with
City staff to migrate the City's existing fleet management system into Cartegraph. The following
tasks will be completed as part of this work plan:
1. Mi!!rate Jetfleet Database
The City's existing Jetfleet database will be analyzed and then migrated into Cartegraph. As
part of this process three customized data access forms will be developed. During the
conversion process City staff will be provided hands on education covering the use of the
FLEET module as it is configured for the City of Shakopee.
Cost: $2,747 - $3,203
2. Generate Fleet Reports
It is estimated that a number of customized reports will be need to be developed to meet the
requirements described by Public Works staff. Completion of this task will be the
responsibility of City of Shakopee staff. WSB will provide Shakopee staff up to eight hours of
support throughout this process.
Cost: $0 - $608
3. Integrate Gas boy Data
This task includes providing integration between Gasboy and Cartegraph. City IT staffwill
move the Gasboy database to a new location that is accessible 24 hours a day. Once this is
complete WSB staff will set up an automated data import that will run on a nightly basis. This
import will pull all available information from the Gasboy database.
Cost: $2,747
lih'- F:\WPWINI GIS'doc 'Shak\2009lL TR PROP-b loney-111209.doc
Mr. Bruce Loney
~ovcrnber12,2009
Page 2
Cost SummalV
It is proposed that this project be billed hourly on a cost not to exceed basis, with total cost between
$5,494 and $6,558. If you are in agreement with the terms as outlined above, please sign where
indicated on the following page and return one copy to our office.
Thank you for this opportunity to continue to develop the City of Shakopee's Public Works
applications. I am confident that the level of service on this project will meet or exceed your
expectations. If you should have any questions regarding this proposal, please contact me at 763-287-
7194.
Sincerely,
WSB & Associates, Inc.
JJ1~
John Mackiewicz
Associate
ACCEPTED BY:
City of Shako pee
By:
Title:
Date:
F:\WPWlN\GlS\doc\Shak\2009'LTR PROP -b loney-111209.doc