Asset Management Database Software

The vendor is required to provide asset management database software (AMDS) is a central component of the asset management program.
- Asset management functions that is proven to provide best practice in realizing financial net benefit and infrastructure sustainability.
- The relational database needs is one inventory record (i.e. asset id) requiring many condition types and many years of condition data.
- A non-acceptable solution would be an AMDS that repeats the asset id within the inventory to compensate the multi-dimensional data handling needs within a two-dimensional data handling environment.
- Asset inventory:
• The AMDS must be able to house a consistent set of fields identifying the physical, classification and replacement cost attributes for each asset in the inventory.
• The asset inventory records contained in a workbook for each of its 26 asset groups (classes).
-  These records that would need to be accommodated in the AMDS:
• Asset id (one record per asset id)
• Spatial id (GIS reference)
• Global id (other external reference as required. e.g. PMS)
• Description
• Asset group (requires dropdown list)
• Functional classification (requires dropdown list)
• Structural classification (requires dropdown list)
• Capacity classification (requires dropdown list)
• Environmental classification (requires dropdown list)
• Year (age)
• Length
• Perpendicular dimension (e.g. road width, pipe circumference)
• Unit replacement cost
• Replacement cost (calculated field based on length, PD, and URC)
- The AMDS must have the ability to add/delete/edit records; the AMDS must have the ability to access records through a drop-down list.
- Integrated GIS:
• Integrated within the asset inventory, the AMDS needs to provide a secondary source of record access through a spatial/mapping function (i.e. GIS).
• Acceptable functions would be an internal GIS to the AMDS or connectivity (e.g. ODBC) to an external database (e.g. ArcGIS).
• These files can be used to import to the AMDS, where the spatial id is referenced to the inventory records.
• There is a shapefile established for each asset group.
- Parent-child asset relationship:
• The AMDS should have the capability to relate a parent asset to multiple child assets; an example is that each water main has numerous child assets including valves, fire hydrants and service connections.
- The data fields contained in the town’s parent-child asset workbook:
• Parent asset id
• Child asset id
• Child spatial id
• Condition item (e.g., hydrant, valve, service connection)
• Condition assessment (very good, good, fair, poor, and very poor)
• Description
• Year
• Replacement cost
- The town also has the GIS shapefiles for each of the above noted child assets.
- Lifecycle analysis: assessment data to compute a lifecycle analysis for each asset in each asset group in accordance with the following:
• The condition assessment data used for analysis will be the raw data (severity-extent) for each condition item within each asset group.
• The intent is to compute the infrastructure sustainability level, and a capital renewal (maintenance and capital) works program, based on minimizing costs and maximizing the asset performance over the lifecycle.
- Import/export between external condition assessment and lifecycle analysis tools:
- An external lifecycle analysis which will require import/export to and from the AMDS to these external systems.
- State if such import/export features can be defined by the user or hard coded into the software.
• Field tablet data collection import – the town may be using field tablets (2-in-1 laptops) to collect condition assessment date for some of its asset classes, including but not limited to, sidewalks, parking lots, gravel roads, and trails; the severity-extent condition data would need to be imported to the AMDS.
• Pavement management system (PMS) import – the town’s PMS (road matrix by Stantec) is expected to collect paved road condition assessment data through an automated data collection process. the AMDS is to import the processed PCI, RCI, and SAI data while leaving additional condition item fields (i.e. sight distance, curb & gutter, and drainage) for separate import by town staff.
• Condition assessment export to lifecycle analysis – select for asset group and year, the AMDS will export the inventory attributes and severity-extent condition data for each asset id. this information will be used to import to third party lifecycle analysis tools for determining the optimal capital renewal budget program over a multiyear horizon.
• Capital renewal works programming import from lifecycle analysis – based on the exported files by the third-party lifecycle analysis, the AMDS will import the resulting capital renewal works program.
- System platform and data integrity
• Provide the best functionality and value; this may include a cloud-based application, or an application installed on the town’s Microsoft windows network.
• Public cloud – the cloud resources (hardware, AMDS, and infrastructure) are owned and operated by the proponent.
• Private cloud – the cloud resources are dedicated to the town and maintained on a private network.
• Hybrid cloud – both public and private clouds are used with data and applications communicating between the two.
• Non-cloud (town server/network) – the AMDS is installed on the town’s server network; there is no cloud operation.  - A cloud-based application, the proponent should explain the location of the data center, data backup cycles, and how the town can gain access for full download of the data as needed.
- System security
• Cyber security of the system program (i.e. front end) and the data (i.e. back-end) is a risk-management concern that should be mitigated as best as reasonable to do so.
- Contract Period/Term: 5 years