Questions Deadline: 10/9/2024 02:00 PM (MST) The purpose of this RFP is to obtain the services of an Independent Contractor to provide
professional consulting services relating to the optimization of the LUCITY system for the Road
Maintenance and Engineering Division of Public Works. The selected contractor will assist
Coconino County Public Works in enhancing its current infrastructure management system to
improve efficiency, data accuracy, and overall performance in managing county roads and related
assets.
2.0 Introduction
Coconino County Public Works is responsible for the maintenance, improvement, and operation
of the county's road network, which includes over 1,000 miles of paved and unpaved roads. Our
department is dedicated to ensuring safe and reliable transportation infrastructure for the county's
residents and visitors.
Currently, the department utilizes the LUCITY system to guide road maintenance, asset
management, and related engineering functions. However, the system's full capabilities have not
been realized. The integration of data across different platforms, the accuracy of asset
inventories, and the overall efficiency of work order management are areas in need of
improvement.
Public Works envisions a future where the LUCITY system is fully optimized, allowing for
seamless integration of data, real-time updates on road conditions and maintenance schedules,
and more effective resource allocation. This will not only enhance the quality of our road
maintenance efforts but also lead to cost savings and improved service delivery to the
community.
In the current state, the system is partially utilized, with several modules either underused or not
integrated effectively. Data entry inconsistencies and gaps in asset inventory accuracy have been
identified, leading to inefficiencies in maintenance planning and execution. The goal of this
project is to address these issues and maximize the LUCITY system's potential to better serve
our road maintenance and engineering operations.
3.0 Scope of Work
Task 1 - Optimization of LUCITY Asset Management System
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The selected consultant will review the current asset management system with the Road
Maintenance Division Manager and key staff to assess its performance and identify opportunities
for enhancement. This task includes a thorough evaluation of the system and related business
processes to optimize usage. The primary hands-on effort will be executed by the Road
Maintenance Division Manager and staff, with guidance from the consultant. This includes
analyzing collected data and outputs.
The consultant will facilitate the Road Maintenance team in system utilization and output
interpretation to enhance decision-making and accountability.
TASK 2 - LUCITY Implementation Support
The consultant will support the team in fully utilizing the asset management system to develop
and update the annual plan, organize resources, and schedule and monitor maintenance work.
This task will involve providing general management training and implementing system outputs
for operations. Additionally, the consultant will assist with data entry, report production, and
streamlining daily workflows.
The consultant will guide County employees in refining maintenance operations to increase
efficiency and effectiveness, ensure adherence to the annual plan, and identify opportunities for
productivity and process improvements. This task may include up to two on-site meetings and
two or more virtual meetings.
TASK 3 - Development of Specific Road Maintenance Actions
The selected consultant will review existing methods for work assignment, scheduling, and
resource utilization with the Road Maintenance Division Manager and Supervisors. Based on
this review, the consultant will provide recommendations to enhance these processes which may
include continuous improvement strategies and/or benchmark/metrics to measure and track.
The consultant will guide staff in utilizing the system for both short-term and long-term
scheduling, ensuring the application of best business practices. This task may involve one on-site
meeting and two or more virtual meetings.
TASK 4 - Development of Benchmarks for Engineering and Construction
The consultant will assist the County's professional engineering staff in developing
benchmarks/metrics to measure and evaluate team performance based on industry practices and
the consultant's expertise. This will involve collaboration with employee teams, including both
management and technical staff, to gather input and confirm information. The consultant will
facilitate the finalization of these benchmarks. Question Cut Off Date 10/9/2024 02:00:00 PM (MST)
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