HomeMy WebLinkAboutIR 8625 INFORMAL REPORT TO CITY COUNCIL MEMBERS No. 8625
To the Mayor and Members of the City Council August 5, 2004
Page 1 of 3
SUBJECT: APPROVAL OF PURCHASE OF CAPITAL PROJECTS
MANAGEMENT SYSTEM
This report is to update the City Council on the Capital Projects Management System that staff
recommends for purchase and to advise of subsequent plans for Citywide implementation. An
M&C is included in this week's City Council packet requesting amendment authorization and
appropriation for the project under the current MWH Americas, Inc. contract for the Water
Information Technology (WIT) Program.
Background
In the current environment, capital projects management across the City occurs through a variety
of fragmented tracking / reporting systems. With passage of the 2004 Capital Improvement
rogram, the City will manage over $200 million in capital projects each year. In an effort to
effectively manage these projects, a comprehensive Capital Projects Management System is
'recommended.
Project Goal
The Citywide Capital Projects Management System, once implemented, will provide effective
tracking of capital project schedules and real time financial information. The system will eliminate
multiple, fragmented tracking/reporting systems, and will assist City staff with managing capital
projects from inception through completion. It will also provide real time, dashboard-style
reporting capabilities for City Council, staff, and citizens.
Actions to Date
In April, a Request for Proposals (RFP) was issued to select a vendor to purchase the needed
software and training for the proposed Capital Projects Management System. A comprehensive
business case for the Capital Projects Management System implementation has been completed
to quantify the costs and benefits associated with the project.
System Capabilities
City staff, in conjunction with MWH Americas, Inc., has determined that the proposed Capital
Project Management System will:
ISSUED BY THE CITY MANAGER FORT WORTH, TEXAS
INFORMAL REPORT TO CITY COUNCIL MEMBERS No. 8625
To the Mayor and Members of the City Council August 5, 2004
Page 2 of 3
SUBJECT: APPROVAL OF PURCHASE OF CAPITAL PROJECTS
MANAGEMENT SYSTEM
■ Foster proactive capital management by reducing the occurrence of capital project cost
overruns and budget shortfalls;
■ Provide easy access to consistent capital project information;
■ Deliver dashboard-style reporting capabilities for City Council, staff, and citizens via the
Internet, to include laptops/PDAs;
■ Consolidate fragmented financial, project tracking, and reporting systems utilizing a
common database Citywide;
■ Provide tools to aggregate project and financial data from numerous funding sources;
■ Incorporate training for City employees on improved processes, techniques, and tools for
capital project management and forecasting; and
■ Enhance overall accountability for management of City capital funds;
System Components and Costs
The Capital Projects Management System implementation recommended for City Council
approval will be provided at a cost not to exceed $3,438,100. The system being proposed is a
complete package that includes software, and also delivers a comprehensive implementation
plan that improves business processes and provides the necessary employee training, as follows:
Program Management - consists of facilitation, coordination, and day-to-day management of the
planning, design, implementation, and integration of the Capital Projects Management System for
the duration of the project. This component comprises approximately $532,802 of the total
project cost.
Implementation and Technical Services- comprised of system software, hardware,
implementation and configuration services, integration with other City systems, data conversion,
and other additional software licenses required to implement the project. Hardware will include
servers, PDAs for City Council members and City executive staff, and additional infrastructure
devices. This component, including software licenses, comprises approximately $2,304,255 of the
total project cost.
Business Process Design and Employee Training - consists of uniform capital project
management business process design and implementation across all City departments. Training
rill consist of both software utilization and project management processes, and will be tailored to
ISSUED BY THE CITY MANAGER FORT WORTH, TEXAS
INFORMAL REPORT TO CITY COUNCIL MEMBERS No. .625
To the Mayor and Members of the City Council August 5, 2004
rvol ot PATRA?1*6 Page 3 of 3
SUBJECT: APPROVAL OF PURCHASE OF CAPITAL PROJECTS
MANAGEMENT SYSTEM
the specific needs of different users. This component comprises approximately $601,043 of the
total project cost.
These costs are consistent with other enterprise-wide system implementations.
Implementation Timeframe
The Capital Projects Management System will be fully operational within fifteen (15) months.
System Review and Benefits
taff has reviewed other successful Capital Project Management System implementations in
municipalities such as Austin, Kansas City, Houston, and Dallas, as well as other entities, which
include D/FW Airport, North Texas Tollway Authority, and Intel Corporation.
Acquisition of this system will significantly improve staffs ability to manage capital project
schedules and financing, and also provide real-time capital project information to citizens, City
Council members, and staff.
The Capital Projects Management System will provide payback in 3.5 years. The return to the
City will be achieved through cost avoidance associated with significant reductions in project cost
overruns and reallocation of City resources due to labor efficiencies.
Recommendation
Staff recommends that Council approve M&C C-20183, in an amount not to exceed $ 3,438,100,
requesting amendment authorization and appropriation for a Capital Projects Management
System under the current MWH Americas, Inc. contract for the Water Information Technology
(WIT) Program.
a Jackssa
City anager
ISSUED BY THE CITY MANAGER FORT WORTH, TEXAS