09.d1 PW_Memo_Data_Workload_Tracking Service1 | P a g e
Memo
Date of Meeting: 08/03/2022
For: Honorable Mayor and Council
From: Charles Fischer – Director of Public Works
Subject: Public Works
The Public Works Department responsibilities have grown to a point where using internally
made spread sheets to monitor work loads and project costs has become very inefficient and
time intensive. Public Works has reached out to vendors in search of a program that can
combine all of the existing knowledge of work load, routine schedules, inventory of
road/sewer/building infrastructure and cost of time and material into one program.
After discussions and presentations by vendors Public Works has found one vendor whose
program meets the needs of the Department to increase efficiencies, monitor routine
maintenance schedules, and save data which will assist in yearly budgeting based on historical
data saved in the program. This program was also chosen as the front runner due to ease of use
in the field by City Staff.
After initial installation of the program (historical data, GPS locations and current costs) daily
work orders will be automatically assigned by maintenance schedules and electronically
monitored in real time as the program has the capability to be brought into the field. With the
use of a smart phone or tablet staff will be able to record daily material use and hours required
to complete tasks. Following the completion of the work order the program automatically
calculates the cost of the completed task. Pictures can also be saved into the work order to
have a visual reference of the current issue and finished repair. Each day, week, month and
year end reports can be viewed at any time.
Within the program, mapping is also included. This map utilizes exact GPS locations of
infrastructure and at each point a multitude of information can be stored. Example, a GPS point
of a lift station can save the specifications of the pump and tank and be assigned routine
maintenance reminders for staff and generate work orders which then are saved to that point
for future reference. Staff will also be able to drop points on the map from where they are in
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the field, although not GPS accurate, to have a location of where maintenance is required while
completing road, sign, or sewer inspections. Every street/traffic sign, culvert, lift station, septic
tank, building infrastructure, ect will be able to be stored on the map and linked to all the
internal information within the program. This could be as simple as setting up a ballfield mow
schedule to our largest lift station for routine monthly inspection report and sampling schedule.
All of this will be recorded and automatically calculated on the cost of each completed task.
The cost of the program comes with an initial $1,500 set up fee for when Public Works will work
together with the vendor to build the program specific to what the City currently has for GPS
data points, inventory information and specifications. The following years will have a $5,000
service fee which includes data storage, data entry, program support, and upgrades to the
evolving system. The information saved in the program utilizes a secure cloud server operated
by the vendor and not stored within the City’s server. All of the saved information in the
program is City owned information and if at any time in the future the utilization of the
software and system is deemed unnecessary will be given to the City at no cost. The yearly fee
for the service will be built into the Public Works general fund budget as an operating cost
supplemented by lowering projected funds in other line items where cost savings are expected
to be observed. Public Works has full intention that this system will assist in efficiencies and
cost savings on routine maintenance in the future.
iWorq Systems was chosen as the best option for Public Works based on the program, ease of
use by City Staff in the field, affordable cost, and ability to use City budgets more effectively
and efficiently in the future.
Public Works would like Council to consider the prospect of moving forward with the
installation of the program this year for a cost of $1,500 so that the annual fee of $5,000 will be
fully utilized in the 2023 calendar year.
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www.iworq.com
iWorQ Systems, P.O. Box 3784, Logan, Utah, 84323
IWORQ SERVICE AGREEMENT
For iWorQ applications and services
Scandia here after known as ("Customer"), enters into THIS SERVICE AGREEMENT
("Agreement") with iWorQ Systems Inc. ("iWorQ") with its principal place of business 1125 West
400 North, Suite 102, Logan, Utah 84321.
1. SOFTWARE AS A SERVICE (SaaS) TERMS OF ACCESS:
iWorQ grants Customer a non-exclusive, non-transferable limited access to use iWorQ service(s),
application(s) on iWorQ's authorized website for the fee(s) and terms listed in Appendix A. This
agreement will govern all application(s) and service(s) listed in the Appendix A.
2. CUSTOMER RESPONSIBILITY:
Customer acknowledges that they are receiving only a limited subscription to use the
application(s), service(s), and related documentation, if any, and shall obtain no titles, ownership
nor any rights in or to the application(s), service(s), and related documentation, all of which title
and rights shall remain with iWorQ. Customer shall not permit any user to reproduce, copy, or
reverse engineer any of the application(s), service(s) and related documentation.
iWorQ is not responsible for the content entered into iWorQ's database or uploaded as a
document or image. Access to iWorQ cannot be used to record personal or confidential
information such as driver license numbers, social security numbers, financial data, credit card
information or upload any images or documents considered personal or confidential.
3. TRAINING AND IMPLEMENTATION:
Customer agrees to provide the time, resources, and personnel to implement iWorQ's service(s)
and application(s). iWorQ will assign a senior account manager and an account management
team to implement service(s) and application(s). Typical implementation will take less than 60
days. iWorQ account managers will call twice per week, provide remote training once per week,
and send weekly summary emails to the customer implementation team. iWorQ can provide
project management and implementation documents upon request.
iWorQ will do ONE import of the Customer's data. This import consists of importing data, sent by
the Customer, in an electronic relational database format.
Customer must have clear ownership of all forms, letters, inspections, checklists, and data sent to
iWorQ. www.iworq.com
iWorQ Systems, P.O. Box 3784, Logan, Utah, 84323
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Data upload and storage is provided to every Customer. This includes uploading files up to 3MB
and 10 GB of managed data storage on AWS GovCloud. Additional upload file sizes and managed
data storage sizes can be provided based on the application(s) and service(s) listed in Appendix A.
4. CUSTOMER DATA:
Customer data will be stored on AWS GovCloud. iWorQ will use commercially reasonable efforts
to backup, store and manage Customer data. iWorQ does backups twice per week and offsite
backups twice per week. The subscription will renew each year on the anniversary date of this
Agreement unless terminated (see 7. TERMINATION).
Customer can run reports and export data from iWorQ application(s) at any time.
Customer can pay iWorQ for additional data management service(s), onsite backups,
application(s) and other service(s).
Data upload and storage is provided to every Customer. This includes uploading files up to 3MB
and 10 GB of managed data storage on AWS GovCloud. Additional upload file sizes and managed
data storage sizes can be provided based on the application(s) and service(s) listed in Appendix A.
5. CUSTOMER SUPPORT:
Customer support and training are FREE and available Monday-Friday, from 6:00 A.M. to 5:00
P.M. MST, for any authorized user with a login. iWorQ provides unlimited remote Customer
training (through webinars), phone support, help files, and documentation. Basic support request
is typically handled the same day. iWorQ provides "Service NOT Software".
6. BILLING:
iWorQ will invoice Customer on an annual basis. iWorQ will send invoice by mail and by email to
the address(s) listed in Appendix A. Terms of the invoice are net 30 days. Any billing changes will
require that a new Service(s) Agreement be signed by Customer.
Any additional costs imposed by the Customer including business licenses, fees, or taxes will be
added to the Customer's invoice yearly.
7. TERMINATION:
Either party may terminate this agreement, after the initial 3-YEAR TERM, without cause if the
terminating party gives the other party sixty (60) days written notice. Should Customer
terminate any application(s) and or service(s) the remaining balance will immediately
www.iworq.com
iWorQ Systems, P.O. Box 3784, Logan, Utah, 84323
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become due. Should Customer terminate any part of the application(s) and or service(s) a new
Service(s) Agreement will need to be signed.
Upon termination (7. TERMINATION), iWorQ will discontinue all application(s) and or service(s)
under this Agreement; iWorQ will provide customer with an electronic copy of all of Customer's
data, if requested by the Customer (within 3-5 business days).
During the term of the Agreement, the Customer may request a copy of all of Customer's data for
a cost of no more than $2,500; and all provisions of this Agreement will continue.
8. ACCEPTABLE USE:
Customer represents and warrants that the application(s) and service(s) will only be used for
lawful purposes, in a manner allowed by law, and in accordance with reasonable operating rules,
and policies, terms and procedures. iWorQ may restrict access to users upon misuse of
application(s) and service(s).
9. MISCELLANEOUS PROVISIONS:
This Agreement will be governed by and construed in accordance with the laws of the State of
Utah.
10. CUSTOMER IMPLEMENTATION INFORMATION:
Primary Implementation Contact__________________________Title___________________
Office Phone ____________________________ Cell _________________________
Email ____________________________________________
Secondary Implementation Contact_________________________ Title __________________
Office Phone ____________________________ Cell _________________________
Email ____________________________________________ www.iworq.com
iWorQ Systems, P.O. Box 3784, Logan, Utah, 84323
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11. CUSTOMER BILLING INFORMATION:
Billing Contact_________________________________ Title____________________________
Billing Address: _________________________________________________________________
Office Phone ____________________________ Cell __________________________
Email ___________________________________________
PO# _______________________ (if required) Tax Exempt ID #_________________________
12. ACCEPTANCE:
The effective date of this Agreement is listed below. Authorized representative of Customer and
iWorQ have read the Agreement and agree and accept all the terms.
Signature ____________________________ Effective Date: ______________
Printed Name ___________________________
Title ___________________________________
Office Number___________________________
Cell Number _____________________________ www.iworq.com
iWorQ Systems, P.O. Box 3784, Logan, Utah, 84323
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iWorQ Service(s) Agreement
APPENDIX A www.iworq.com
iWorQ Systems, P.O. Box 3784, Logan, Utah, 84323
iWorQ Price Proposal Scandia Population- 3,984
14727 209th St. N., Scandia, MN 55073 Prepared by: Brad Wheelwright