11-09-2015 Council Packet - Laserfiche WebLink

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MINUTES OF THE ORONO CITY COUNCIL MEETING Monday, October 26, 2015 7:00 o’clock p.m. _____________________________________________________________________________________ Page 18 of 23 13. ASSET MANAGEMENT Edwards stated the City spent this past year trying to verify the City’s infrastructure and that he would like to now take it to the next level and consolidate the data into one place. Edwards stated currently the City’s asset records are kept in multiple repositories, including old file cabinets, numerous spreadsheets on different servers, and in the brains of long-term employees. Edwards stated the City has invested considerable monetary resources into the City’s services and that the current system is not efficient. Edwards indicated he would like to pull that system into the future by implementing an asset management system. Edwards stated asset management is maintaining a desired level of service for what the City wants their assets to provide at the lowest life cycle cost. Lowest life cycle cost refers to the best appropriate cost for rehabilitating, repairing or replacing an asset. The Public Works Department is looking to implement an asset management system that will (1) allow Staff to monitor, maintain and manage assets; (2) generate work requests and work orders; (3) associate work orders to assets; (4) associate and track labor, materials and equipment costs to assets; (5) spatially map assets in GIS; (6) easily generate the standard and customizable reports; (7) be a simple and mobile interface for ease of employee use. Informal quotes received to date indicate it will cost $25,000 to $30,000 to implement and $7,000 to $10,000 per year for licensing and system maintenance. The implementation of this project will be funded through the Sanitary Sewer, Water, and Storm Water Enterprise Funds and the annual licensing fees would be distributed amongst the operating budgets for streets, water, sewer, storm water, and parks. Edwards stated he is requesting Council approval to obtain formal proposals and then do a final selection in November. Edwards stated he is expecting the system would be implemented in January, with training to take place for six months after that. Cornick asked whether any nearby cities have this system. Edwards stated Waconia, Plymouth, and Golden Valley utilize this system. Walsh stated this is exactly where he wanted the City to head for a while and that this is a very good step in that direction. McMillan asked if the residents would be able to submit something digitally. Edwards stated there is a module that allows that. Cornick asked what it would take to get the system up and running. Edwards stated the architecture of the program would be up and running within a couple of weeks but that it would likely take at least a year for all the data to be inputted and then several years before trends are developed. Levang moved, Walsh seconded, to authorize the Public Works Director to solicit proposals for an asset management system. VOTE: Ayes 4, Nays 0.