Agenda 11/08/2011 Item #16A1911 /8/2011 Item 16.A.19.
EXECUTIVE SUMMARY
Recommendation to waive formal competition and approve a sole- source purchase of
" Cartegraph" work management system software licenses, implementation services and annual
maintenance for the Growth Management Division. Estimated Fiscal Impact: $195,000.
OBJECTIVE: To approve a sole source purchase of Cartegraph software licenses and
implementation services required to continue the existing work management system and to waive
formal competition. This software provides a work order system for signs, signals, lighting,
signal controllers, bus stops, roads and other assets found along the County roadways. The use of
this system is essential to direct and monitor work involving over 800 pieces of equipment with
about 145 employees using approximately 560 materials required for various department
functions.
CONSIDERATIONS: In 2007 the Growth Management Division invested in an asset
manageinenf system. The purchase of Cartegraph was authorized with the understanding that we
would ultimately merge with an enterprise asset management system and possibly migrate to
SAP's Asset Management application once operational. The county has developed an inventory
system that is work order centric and is currently working with the county's system to associate
work orders with assets in the ESRI Geographical Information *System (GIS). ESRI's GIS
mapping software helps the users to understand and visualize data. Any data collected through
Cartegraph can be transitioned to a software application that has an ESRI -based program as such;
continual efforts to evaluate SAP or other Asset Management applications, including the current
efforts by Public Utilities Division will not be restricted by the continual refinement of
Cartegraph. Rather, as the evaluation of alternative programs continues, we will be able to
further refine its inventory in GIS.
Traffic Operations, Road Maintenance, Right of Way Acquisitions and CAT currently use the
following Cartegraph software modules: LIGHTview, SIGNALview, SIGNview, MAPDirector,
WORKdirector, PAVEMENTview, PAVEMENTview Plus, Versatools and Request. This
proposal is to add MOBILEconnect with Cartegraph Mobile applications to allow staff to use the
Cartegraph applications for work management when employees are out in the field. When using
the mobile solution it will alleviate a portion of the cost of ESRI licensing required to maintain
our assets in GIS. When using the handheld devices in the field staff would be able to capture
location, picture, and enter the work order information, which when syncing to their stationed
computer will update information into Cartegraph and GIS. Utilizing this tool will eliminate
duplication of data entry in the field and in the office. The current work management system
tracks the frequency and cost of constituent complaints to efficiently perform the necessary work
in an effort to meet the public's expectations, avoid duplication of efforts, and ensure the safety
and welfare of the general public. Staff will also work with Cartegraph to convert the four
databases into one database reducing current storage costs and IT support costs. In addition to
reducing costs, combining all four databases will provide each department access to view all the
assets within other departments and can be used as a planning tool. This is consistent with the
enterprise goal of combining and coordinating asset management data into more structured and
useable formats.
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11/8/2011 Item 16.A.19.
n Cartegraph Corporation is the sole provider of this software and staff has detennined that this
software meets the specialized requirements for Traffic Operations, Road Maintenance, Right of
Way Acquisitions and CAT. The software also provides bi- directional compatibility with Collier
County's GIS standard, ArcMap. Cartegraph modules are licensed on an individual user basis
requiring each staff person to have a copy installed on their computer for interactive use of the
database. Since Collier County already owns other modules of the Cartegraph system, staff
negotiated a significant discount on the price for implementation, training and software license.
In addition, mobile devices will have Cartegraph applications installed so that staff can have
access to Cartegraph modules when they are out in the field. This will allow for quicker
response time and increased productivity.
Per Purchasing Policy, Chapter V.C., Exemption For Single Source Commodities: Purchases of
commodities and services from a single source may be exempted from fonnal competition upon
certification by the Purchasing Director of both of the following conditions:
(1) The item(s) is the only one available that can properly perform the intended function; and
(2). The recommended vendor /contractor is the only one ready, willing and able to meet the
County's requirements.
These conditions for procurement have been reviewed and approved by Purchasing. The
software was previously purchased by the County and this system is proprietary. Staff would
like to expand the number of licenses and maintain and update the system.
n FISCAL IMPACT: Funds for these services are available in each department's approved
budget. Mobile - applications, Juno handheld devices and Implementation services are estimated
to be $133,000. The re- occurring renewal maintenance costs are projected to be $62,000.00 each
year. For an estimated total in FY 2012 of $195,000.00.
GROWTH MANAGEMENT IMPACT: There is no Growth Management Impact resulting
from this action.
LEGAL CONSIDERATION: Section V.C. of the Purchasing Policy provides that the
purchase of commodities and services from a single source may be exempted by the Board from
formal competition upon certification by the Purchasing Director of both of the following
conditions:
The item is the only one available that can properly perfonn the intended function;
and
2. The recommended vendor /contractor is the only one ready, willing and able to meet
the County's requirements.
This item is legally sufficient for Board action and only requires a majority vote for approval -
SRT.
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11/8/2011 Item 16.A.19.
RECOMMENDATION: That the Board of County Commissioners waive formal competition .-�
and approve the sole source purchase of implementation services and software licenses from
Cartegraph Corporation and to approve the annual budgeted maintenance costs.
Prepared by: Jecika Cook, Operations Coordinator
Attachments: Sole Source Letter
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COLLIER COUNTY
Board of County Commissioners
Item Number: 16.A.19.
11/8/2011 Item 16.A.19.
Item Summary: Recommendation to waive formal competition and approve a sole- source
purchase of "Cartegraph" work management system software licenses, implementation
services and annual maintenance for the Growth Management Division. Estimated Fiscal
Impact: $195,000.
Meeting Date: 11/8/2011
Prepared By
Name: PuigJudy
Title: Operations Analyst, CDES
1 0/27/2011 3:18:42 PM
Submitted by
Title: Deputy Administrator - GMD,Business Management & Budget Office
Name: Casa] anguidaNi ck
10/27/2011 3:18:44 PM
Approved By
Name: PuigJudy
Title: Operations Analyst, CDES
Date: 10/27/2011 3:45:43 PM
Name: MarcellaJeanne
Title: Executive Secretary,Transportation Planning
Date: 10/27/20114:02:27 PM
Name: FederNorman
Title: Administrator - Growth Management Div,Transportati
Date: 10/28/20119:49:23 AM
Name: TeachScott
Title: Deputy County Attorney,County Attorney
Date: 10/28/2011 1:05:19 PM
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Name: KlatzkowJeff
Title: County Attorney,
Date: 10/28/2011 1:29:10 PM
Name: IsacksonMark
11/8/2011 Item 16.A.19.
Title: Director -Corp Financial and Mgmt Svs,CMO
Date: 10/31/20119:03:40 AM
Name: IsacksonMark
Title: Director -Corp Financial and Mgmt Svs,CMO
Date: 11/1/20118:50:11 AM
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