Page 54 - Yucaipa Valley Water District

Director Memorandum No. 18-127 Page 3 of 6

growing mobile workforce; and the software lacks the ability to integrate with our geographical
information system.

The District staff engaged several Asset Management software vendors to identify a replacement
software program to fit the needs of the District. The goal of the District staff is to resolve the
limitations with the existing software program discussed above and provide connectivity with the
office staff for processing customer service requests; institute near real-time updates for field
repairs; and operate an improved inventory system that allows inventory to be checked out
electronically and will immediately record and report the changes in the system.

The following software programs were evaluated by District staff and a three-year projection of
anticipated costs were tabulated.

Year 1 Year 2 Year 3 3 Year Total
Elements XS $121,100 $25,000 $25,000 $171,000
Lucity $149,570 $15,375 $15,759 $180,704
Cartegraph $110,900 $37,600 $37,600 $186,100
Cityworks* $45,000 $45,000 $45,000 $135,000
* Cityworks cost is software only. Integration not included in the price.

Based on our review, the District staff recommends the Elements XS Asset Management System
by Novotx. The Elements XS would be a superior application for the District since it meets our
anticipated needs, integrates with the new Caselle financial package, and has the capability to
push and pull data seamless between other software the District will be using in the future.

The attached contract includes: a onetime fee of $121,000, which includes data migration,
implementation, and training both in person and remotely. The annual cost is $25,000 for the
Elements XS software.

Financial Consideration

The cost of the new software is $25,000 per year with a one-time implementation fee of $121,000.
The 2018-19 budget includes funding for $10,000 for the current software that will no longer be
utilized. Funding for the new software will be split from the water and sewer funds, computer
expenses [GL Account Number xx-5-06-54005]. The additional cost was not included in the 2018-
19 approved budget but will be included in a future budget adjustment if approved by the Board
of Directors.

Yucaipa Valley Water District - September 18, 2018 - Page 52 of 169