09-27-21 Regular Meeting - Laserfiche WebLink

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REQUEST FOR CITY COUNCIL AGENDA ITEM Appropriation Agenda Date Requested:September 27, 2021 Requested By:Ray Mayo, Director Source of Funds:001General Fund Department:Public Works Account Number:001-7070-530-8023 $65,000 (budgeted) ReportResolutionOrdinance Amount Budgeted:$64,433(available) Amount Requested:$53,888.96 Exhibits:SHI Quote; Cooperative Contract Quote Form; Active Contract Verification Budgeted Item:YesNo SUMMARY& RECOMMENDATION Historically, the Public Works Department has relied on hard copies of paperwork, maps, and the historical knowledge of long- day-to-day operations. Currently, administrative staff logs work requests, received via phone, into an electronic database and then creates a paper service request, which is then passed along to the supervisors. Supervisors subsequently assign the service request to crews to complete the assignment; upon completion, the paper service request is filled out and rerouted, in reverse order, through the workflow to close out the job. Inefficiencies are created with the use of a basic database platform and hard- copy work order systems. This current system presents difficulties in tracking labor and materials costs. Public Works and GIS staff have diligently developed GIS data capable of retaining information critical to public infrastructure, and Public Works staff identified the potential for a solution to leverage the GIS data and improve operational efficiency. Cityworks is a GIS-centric asset management and work order system software. Implementation of the Cityworks software allows for automation of much of the aforementioned process and many other Public Works related processes, by allowing for real-time dispatching of service requests using instruments (i.e. PC, tablets, laptops, cell phones) already in IT and GIS; other local municipalities experienced with Cityworks (Sugarland; Baytown; Pearland; College Station), all providing positive feedback related to their experience with the software. Public Works staff has also taken advantage of a free one week demo of the Cityworks software. Initially, the software will be utilized by the Utilities, Streets, and Solid Waste divisions, with plans to include the Facility Maintenance division in the near future, and potentially add modules to continue to improve operational efficiency. Cityworks software is utilized by public works departments for: