Title
Resolution to Approve a Purchase Order to Azteca Systems, LLC for CityWorks Enterprise License and Annual Maintenance and Support Agreement for FY2021 - FY2023 ($198,000.00) (8 Votes Required)
Memorandum
Attached for your review and approval is a resolution which authorizes a purchase order increase and 2-year contract extension and corresponding purchase orders in the amount of $198,000.00 for the renewal of CityWorks Maintenance and Support Agreement with Azteca Systems, LLC. Azteca is the sole provider of CityWorks.
Budget/Fiscal Impact: The FY2021 portion of $4,000.00 will be paid for from the Public Services operating budget. The remaining $194,000.00 is anticipated to be budgeted for in the FY2022 and FY2023 Information Technology budgets as follows:
FY 2022: $94,000.00
FY 2023: $100,000.00
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).
The additional funding for FY2021 is being requested to purchase two additional modules of the software that will allow the City to manage inspections and inventory more efficiently. This additional functionality will continue in place with each successive contract renewal. 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.
Azteca Systems complies with the requirements of the City’s Non-discrimination and Living Wage ordinances.
Staff
Prepared by: Joshua Baron, Applications Delivery and BI Manager, ITSU
Reviewed by: Tom Shewchuk, Director, ITSU
Matt Horning, Interim CFO and Financial Services Area Administrator
Approved by: Tom Crawford, 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 FY2021 portion of the purchase order for additional services in the amount of $4,000 will be paid from the Public Services operating budget and the FY2022 amount of $94,000 and FY2023 amount of $100,000 is anticipated to be available in the FY2022 and FY2023 Information Technology budget;
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 purchase order in FY21 for additional services in the amount of $4,000 and attached 2-year contract extension and corresponding Purchase Orders to Azteca Systems, LLC for CityWorks Enterprise License and Annual Maintenance and Support Agreement for FY2022 in the amount of $94,000 and FY2023 in the amount of $100,000.00;
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 including execution of any amendments that do not exceed the amounts authorized herein.