Title
Resolution to Approve Purchase Order to Azteca Systems for CityWorks Enterprise License and Annual Maintenance and Support Agreement for FY2018 ($83,000.00) and Appropriate Washtenaw County Reimbursement of Its Share of FY2018 Costs ($20,000.00)(8 Votes Required)
Memorandum
Attached for your review and approval is a resolution which authorizes a purchase order in the amount of $83,000.00 for the renewal of CityWorks Maintenance and Support Agreement with Azteca Systems. This amount includes $20,000.00 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 FY2018 Information Technology Fund. The remainder of annual costs of $20,000 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 percentage 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 FY2018 Information Technology Fund.
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 is budgeted for and available in the FY2018 Information Technology Fund;
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;
Whereas, Azteca Systems 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 a purchase order with Azteca Systems for the renewal of the CityWorks software maintenance and support agreement for FY2018 in the amount of $83,000.00;
RESOLVED, That Washtenaw County’s proportionate share of the total annual cost of maintenance and support in the amount of $20,000 be appropriated, when received, to the FY2018 Information Technology Fund for expenditure regardless of fiscal year; and
RESOLVED, That the City Administrator be authorized to take all necessary actions to implement this resolution regardless of fiscal year.