Title
Resolution to Approve Amendment No. 4 to Master License and Update and Support Agreements with Azteca Systems ($60,000.00/yr - $180,000/3yr)
Memorandum
Attached for your review and approval is a resolution authorizing Amendment No. 4 to the Master License and Update and Support Agreements with Azteca Systems, Inc. for the City's Enterprise License Agreement and Annual Cityworks Maintenance and Support for a 3-yr term (FY2010-2012).
This amendment authorizes the purchase of an Enterprise License. An Enterprise License will allow further expansion by providing the necessary access to all employees that require Cityworks for managing assets and maintenance activities, tracking service requests and fulfilling work orders at work sites throughout the City. The Enterprise License also provides a web-based Cityworks version that will allow an unlimited number of employees to easier access to Cityworks.
In addition the amendment provides guaranteed license pricing for three years (FY2010-FY2012) after which pricing may be adjusted according to the CPI and City population growth. Previously, City Council had approved an annual PO in the amount of $60,000 for FY2010 (Resolution 09-413). This Amendment includes this period and extends the same pricing to two additional years.
Since approval of the Master Agreement in 2000, 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 is also available allowing citizens to request and track service requests online (like sidewalk repair and pothole fill requests).
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. One of the strengths of Cityworks is that by being GIS centric, work can be managed on a geographical basis, allowing for productivity to be maximized by optimizing staff deployments and work orders by geographic vicinity instead of just task type.
The annual Enterprise License Agreement of $60,000.00 was included in the approved annual Information Technology budget for FY2010 and FY2011 and will be budgeted in the same manner in the FY2012 Information Technology budget.
Azteca Systems received Human Rights approval on July 26, 2010, and complies with the living wage ordinance.
Staff
Prepared by: Kathleen McMahon, Project Manager, Information Technology
Reviewed by: Dan Rainey, IT Director, Information Technology
Reviewed by: Tom Crawford, Chief Financial Officer
Approved by: Roger Fraser, 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, Purchasing an Enterprise License is necessary to meet growing demand by field operations personnel and an annual maintenance and support agreement with Azteca Systems is necessary to receive application updates and maintain customer support of the Cityworks system;
Whereas, The City has negotiated three-year guaranteed licensing pricing for the needed licenses and maintenance and support for FY2010-2012 (which includes the annual maintenance and support for FY2010 previously authorized by Council Resolution R-09-413);
Whereas, Funding for years 1 and 2 of the term for Amendment No. 4 was budgeted for and available in the approved FY2010 and FY2011 Information Technology Fund budgets and funds will be budgeted for the remaining year 3 in the FY2012 Information Technology Fund budget;
Whereas, Azteca Systems is the sole source provider of Cityworks software; and
Whereas, Azteca Systems received Human Rights and Living Wage approval on July 26, 2010;
RESOLVED, That City Council approve Amendment No. 4 to the Master Software License and Update and Support Agreements with Azteca Systems for the purchase of the Cityworks Enterprise License and software maintenance and support agreement for FY2010-FY2012 in the amount of $60,000.00/yr to be expended without regard to fiscal year;
RESOLVED, That the Mayor and City Clerk are authorized and directed to execute Amendment No. 4 to the Master Agreements after approval as to substance by the City Administrator and approval as to form by the City Attorney; and
RESOLVED, That City Administrator be authorized to take all necessary actions to implement this resolution.