Bridge Management System

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IT Governance Business Case Bridge & Culvert Management System Environmental & Street Services

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Background Environmental & Street Services (ESS) is responsible for maintaining the City's 69 bridges over their typical 50–80 year lifespan. To determine annual funding needed for bridge repairs: - A simple data model tracks bridge health & needed repairs - Inspections every 1-4 years update bridge health records - Annual repair budget is determined based on updated bridge health

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Current Business Problem Inaccurate forecasting results in unexpected repairs. This creates the need to draw from emergency repair funds.

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Current Pain Points • Forecasts limited to 3 years vs 50-80 year asset life • Frequent surprise repairs deplete emergency funds • Inability to compare repair vs replace economics • Reactive maintenance strategy • Lack of transparency in budget calculations

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Future State Benefits • Forecasts extend to 10+ years • Infrequent surprise repairs build protect emergency funds • Ability to compare repair vs replace economics • Proactive maintenance strategy • Transparency in budget calculations

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Strategic Alignment

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Analysis and Recommended Solution

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Market Analysis • Native Solutions: Trimble Unity AgileAssets does deep predictive modeling for bridges, including long-term repair cost forecasting • Broad domain: Enterprise Asset Management software • Industry-specific: prioritized solutions proven in municipal bridge programs • Trimble AgileAssets used by City of Raleigh & NC Dept of Transportation • AASHTOWare created by federal standards-setting org American Association of State Highway & Transportation Officials • ManageX, Deighton dTIMS, Hexagon EAM on par with AgileAssets but on separate AMS platforms

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Solution Matrix Feature

Trimble AgileAssets

AASHTOWare

Advanced predictive modeling (core need)

✅✅

✅

Repair vs replace analysis

✅

✅

Proactive, risk-based planning tools

✅

✅

Mobile inspection support

✅

✅

GIS / ERP integrations

✅

⚠️

Streamlined Automation

✅

⚠️

Year 1 Cost – Setup + Licensing

$383k

$80k

Years 2+ Cost – Recurring

$33k

$80k

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Recommended Solution: implement AgileAssets

Description

Implement Trimble Unity AgileAssets for advanced bridge deterioration modeling

Pros

• • •

Improved maintenance forecasting Repair vs replace strategic planning Improved transparency with leadership

•

N/A

Cons

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TS Architecture Review The recommended solution meets the architectural standards for the City of Durham.

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Cybersecurity Review The recommended solution meets the cybersecurity standards for the City of Durham.

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Recommended Solution - Project Financial Estimate COST ESTIMATES

FUNDING

Implementation Costs (Hours)

Post Implementation Run Costs (Hours)/ KTLO

Internal TS Department:

292 Hours

600 hours

Business Analysis

19 hours

Internal Labor New FTE – Year 1 Costs

$0.00

Architecture Office

3 hours

Project One Time Costs (External)

$0.00

Managed Services

15 hours

*Total Project Funding Requested for Year 1

Cybersecurity

5 hours

*Total Project Funding Requested for Years 2+

Project Management Office

250 hours

Description

Departmental Funding Amount:

$383,000

Labor $ (Hours)

Environmental & Street Services

1,000 hours

External Labor (professional services) - Configuration

$350,000

Funding Requested (Y/N):

600 hours

Non-Labor $ Software – AgileAssets (+10% inflation)

$33,000

Software

$

$33,000

* Total Project Funding Requested Year 1 includes New FTE Labor, External Labor and Non Labor

Budget Analyst confirmed funding is available in org/obj codes 3000L000-723410-LE554 and 0Y030000-731000

Y

$0 $33,000.00

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Risk Identification Description of Risk

Risk Impact (High/Medium/Low)

Vendor performance

Low

Y

N

Cyber Security

Low

Y

N

Project Team Turnover

Low

Y

N

Poor Execution

Low

Y

N

Mitigated (Y/N) Contingency(Y/N)

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Mitigation Risk (Costs) •

N/A

Contingency Risk (Costs) •

N/A

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Our ask We are asking the IT Governance Steering Committee to approve and score the business case to implement AgileAssets to improve ESS' bridge deterioration forecasting. If approved, the business case will be scored, ranked and submitted to the City Manager for final approval.