IT Consulting Services

The vendor is required to provide to assist the villages in developing a comprehensive state of the asset management system (AMS) infrastructure report, asset management policy and strategy, and a financial strategy to meet its infrastructure challenge over the medium and long term.
- Review current data and implementation of pub works and ESRI arc GIS software.
- Make corrections and adjustments to the existing implementations to improve functionality and reporting.
- Update financial data of municipality infrastructure within pub works to bring all assets up to date.
- Create new shapefiles that include new asset data.
- The AMS is intended to allow the villages to manage infrastructure associated with a variety of services provided to its residents, including, but not limited to:
• Sanitary sewer including manholes, force main sewers, and lot service connections.
• Stormwater infrastructure including ditches and culverts.
• Streets including pavement, base, and subbase.
• Sidewalks and mixed-use paths.
• Traffic, wayfinding, and informational signage.
• Streetlights
• Town buildings and facilities such as the administration and operations shop or sheds.
• Recreational facilities such as pickleball courts, horse shoe pits, and outdoor washrooms.
• Fencing
• Landscaping & trees
• Fleet including passenger vehicles and equipment. - Ability to access ESRI ArcGIS data remotely through mobile access.
- Develop processes and train staff regarding maintenance of the AMS.
- Asset inventory management
• Ability to create, track and manage an unlimited number of capitalized and non-capitalized assets by various classification structures (type, subtype, class, etc.).
• Ability to specify the geographical location of an asset using an interactive mapping interface. users should have the ability to access, view, and edit asset data using the mapping interface.
• Ability to capture multiple attributes of an asset (e.g., material, length, depth, manufacturer, status).
• Ability to configure and customize the types of attributes collected for each asset, depending on its type.
• Ability for a user to capture and store a photograph of the asset using a mobile device.
- Tangible capital asset (TCA) accounting
• Ability to generate accounting entries to maintain assets (e.g., transfers, acquisitions, additions, betterments, depreciation, disposals)
• Ability to calculate and share information with the general ledger to provide an updated valuation of fixed assets on a regular basis.
• Ability to record insurance information of an asset, including company name/address, insurable value, renewal date, type of coverage, coverage limits, etc.
• Ability to post to a work-in-progress (WIP) account when payments are made against an asset.
• Ability to maintain assets with shared ownership, maintain the percentage of the asset owned.
• Ability for automatic calculation of depreciation based on frequency (monthly, quarterly, annually) and methods (straight-line, accelerated) and generate appropriate journal entry transactions.
• Ability to allocate depreciation to another classification structure when an asset is transferred during the year.
• Ability to group multiple assets together into a single “parent” asset for accounting purposes.
• In this approach, assets would have the ability to be tracked at higher “levels” (pools) for TCA accounting, while retaining individual asset records in the AMS.
• Ability to classify assets to match existing tangible capital asset financial statements and the flexibility to make changes to the classifications to accommodate future changes.
• Ability to maintain information on leased assets, including date of lease, terms of lease, annual costs, maintenance contract.
- Long-term forecasting
• Ability to generate long-term expenditures forecasts based on a pre-defined asset renewal strategies (e.g., run to failure).
- Document management
• Ability to store and manage asset documentation (operational manuals, drawings) of varying file types (pdf, tiff, doc, xlsx, etc.).
• Ability to assign documentation to individual assets.
• Ability to open and view asset documentation in the field using mobile applications.
- Reporting and analytics
• Ability for users to create custom and ad-hoc reports based on their business unit’s unique needs.
• Ability to generate summary financial reports to prepare annual financial statements (e.g., total asset valuation, annual depreciation by department, etc.).
- ESRI arc GIS
• Ability to incorporate existing shapefiles into a user-friendly map.
• Ability to GPS mark, locate, log, take photos of, and monitor various municipal assets in both the field and office setting.
- Contract Period/Term: 2 years
- Questions/Inquires Deadline: April 25, 2025