Title
Resolution to Approve a 3-year Contract and Corresponding Purchase Orders to Azteca Systems, LLC for CityWorks Enterprise License and Annual Maintenance and Support Agreement for FY2019 - FY2021 ($83,000.00/fiscal year) and Appropriate Washtenaw County Reimbursement of Its Share of the Costs ($20,000.00/year) (8 Votes Required)
Memorandum
Attached for your review and approval is a resolution which authorizes a 3-year contract and corresponding purchase orders in the amount of $83,000.00/fiscal year for the renewal of CityWorks Maintenance and Support Agreement with Azteca Systems, LLC. This amount includes $20,000.00/year that will be invoiced to the Washtenaw County Water Resources Commissioner for payment. Azteca is the sole provider of CityWorks.
Budget/Fiscal Impact: The City’s portion of $63,000.00 was budgeted in the FY2019 Information Technology Fund and is anticipated to be budgeted for in the FY2020 and FY2021 budgets. The remainder of annual costs of $20,000/year is apportioned to and will be reimbursed by Washtenaw County for licenses services under the Interagency Agreement for Collaborative Technology and Services.
CityWorks is a Geographical Information System (GIS) centric asset management system used for managing asset and maintenance activities. CityWorks uses a central database to create and track service requests and work orders based upon a customer request or an asset's preventative maintenance schedule, and its location. One of the strengths of CityWorks is that by being GIS centric, work can be managed by location, allowing for productivity to be maximized by optimizing staff deployments and work orders by geographic vicinity instead of just task type.
CityWorks has been implemented within Public Services' Call Center, Solid Waste, Systems Planning, Field Operations (Forestry, Parks, Streets, Utilities, etc.), Facilities Maintenance, Water Treatment Plant, Safety Services' Community Standards and, Community Services' Parks Maintenance and Planning and Development. A CityWorks web-based service request application is also available, allowing citizens to request and track service requests online (for example, sidewalk repair and pothole fill requests).
Renewing the CityWorks Maintenance and Support Agreement with Azteca Systems allows the City to keep the CityWorks software suite up to date and provides City staff unlimited access to the CityWorks software suite.
On April 6, 2015, City Council approved Resolution R-15-0272 that created Schedule 22 to the Interagency Agreement for Collaborative Technology and Services. This schedule added Washtenaw County to the City’s Enterprise License Agreement for Cityworks Software. Under the terms of Schedule 22, Washtenaw County is apportioned and billed a portion of the total cost of annual maintenance and support based on its usage of the Cityworks Software. Payment when received will be appropriated to the Information Technology Fund for the appropriate fiscal year.
Azteca Systems complies with the requirements of the City’s Non-discrimination and Living Wage ordinances.
Staff
Prepared by: Joshua Baron, Applications Delivery Manager, ITSU
Reviewed by: Tom Shewchuk, Director, ITSU
Tom Crawford, CFO and Financial Services Area Administrator
Approved by: Howard S. Lazarus, City Administrator
Body
Whereas, CityWorks is a geographic information systems centric enterprise asset management system;
Whereas, The City uses CityWorks to geographically optimize staff deployments and work orders resulting in more effective use of the City's staff and resources;
Whereas, Renewing the CityWorks Maintenance and Support Agreement with Azteca Systems allows the City to keep the CityWorks software suite up to date and provides City staff unlimited access to the CityWorks software suite;
Whereas, Funding for the City’s portion of the annual maintenance and support agreement with Azteca Systems in the amount of $63,000.00 is budgeted for and available in the FY2019 Information Technology Fund and is anticipated to be available in the FY2020 and FY2021 Information Technology budget;
Whereas, City Council approved Resolution R-15-0272, which created Schedule 22 to the Interagency Agreement for Collaborative Technology and Services added Washtenaw County to the City’s Enterprise License Agreement for Cityworks Software;
Whereas, Under the terms of Schedule 22 to the Interagency Agreement for Collaborative Technology and Services Washtenaw County is responsible for payment of its proportionate share of the total cost of annual maintenance and support costs in the amount of $20,000.00 per year for 3 years;
Whereas, Azteca Systems, LLC is the sole source provider of CityWorks software; and
Whereas, Azteca Systems complies with the requirements of the City’s Non-Discrimination and Living Wage Ordinances;
RESOLVED, That City Council approve the attached 3-year contract and corresponding Purchase Orders to Azteca Systems, LLC for CityWorks Enterprise License and Annual Maintenance and Support Agreement for FY2019 - FY2021, in the amount of $83,000.00/fiscal year;
RESOLVED, That Washtenaw County’s proportionate share of the total annual cost of maintenance and support in the amount of $20,000.00/year for 3 years be appropriated, when received, to the Information Technology Fund for the appropriate fiscal year expenditure regardless of fiscal year;
RESOLVED, That the Mayor and City Clerk be authorized and directed to execute said agreement after approval as to substance by the City Administrator and approval as to form by the City Attorney; and
RESOLVED, That the City Administrator be authorized to take all necessary actions to implement this resolution regardless of fiscal year.