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REQUEST FOR COUNCIL ACTION <br /> <br />DATE: October 26, 2015 <br /> <br />ITEM NO: 13 <br /> <br />Department Approval: Administrator Reviewed: Agenda Section: <br />Name Adam T. Edwards RJO Public Works Director/ <br />Title Public Works Director City Engineer’s Report <br /> <br />Item Description: Asset Management System <br />List of Exhibits <br />A- Project Area Map <br /> <br />1. Purpose. The purpose of this action item is to gain council approval to implement an Asset <br />Management Systems and in particular to solicit proposals of the same. <br /> <br />2. Background. Currently the City does not have a modern coherent system for tracking our <br />assets, managing work flow or prioritizing needs for budgeting decisions. The City’s asset <br />records are kept in multiple repositories including old file cabinets, numerous spreadsheets on <br />different servers, and in the brains of long term employees. The City has invested considerable <br />monetary resources into the City’s services (Sewer, water, roads, storm sewers, parks and city <br />equipment). <br /> <br />3. Asset Management. “Asset Management is maintaining a desired level of service for what <br />you want your assets to provide at the lowest life cycle cost. Lowest life cycle cost refers to the <br />best appropriate cost for rehabilitating, repairing or replacing an asset. Asset management is <br />implemented through an asset management program.” US EPA Published Document 816-F-08- <br />014 – April 2008. Asset Management Systems emphasize life of asset cost, recognizing that <br />properly maintained assets will last longer and therefore costing less money. <br /> <br />a. Benefits. <br />Information <br />Management <br />Centralize information and eliminate dependence on institutional <br />knowledge. <br />Efficiency Streamline workflow and eliminate inefficiencies making staff more <br />efficient & accountable. <br />Budgeting Track s the true cost of infrastructure leading to more efficient planning and <br />use of dollars. <br />Service <br />Level <br />Promotes a proactive verse reactive model by identification of critical assets <br />allowing prioritization of needs resulting in an increased and sustainable <br />expected level of service. <br /> <br />b. Features. We will be looking to implement an asset management system with the <br />following features/ capabilities: <br />Monitor, maintain and manage assets <br />Generate work requests / work orders