CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Approve the award of Sole Source Procurement 24-259, Cityworks Customization Support and Maintenance, to Power Engineers, Inc. for an amount not to exceed $195,536 and for a three-year term
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DEPARTMENT: Information Technology
SUBMITTED BY: Jackie Nguyen, Director
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
Cityworks is the City’s public asset and work management software solution. Since the 1990s, the Water Utilities and the Department of Public Works have used it to manage work orders, service requests, and, to a limited extent, warehousing functions.
While evaluating new ERP software solutions in 2016, the City determined that departments using the work order and warehousing functions in the old ERP system (Naviline) should move to Cityworks rather than the new Tyler ERP because it had greater functionality. In December 2017, the City Council awarded Contract 17-056, Cityworks Upgrade and Enhancement, to Power Engineers, Inc. (Power).
The purpose of Contract 17-056 was to upgrade Cityworks to the latest version and expand the use of service requests, work orders, asset management and warehousing functionality to the departments that had used Naviline for this functionality. As part of this work, Power created several custom integrations that need to be maintained.
DISCUSSION:
This Sole Source is requested to maintain the customizations created by Power, including:
• An integration between ArcFM Designer and the Cityworks Storeroom and Workorder Manager modules for the Electric Utility.
• An integrated sidewalk replacement program managed within Cityworks for the Transportation, Engineering, and Development (TED) Business Group; and
• A custom material bulk update tool for TED.
The award includes the following tasks:
• Cityworks upgrade support in 2025, 2026 and 2027
• Ad hoc Cityworks customization maintenance
The IT Department has identified this purchase as a Sole Source because most of the essential Cityworks software customizations and integrations have been custom-built by Power. Power has institutional knowledge on how to execute upgrades to both our base environment and the custom integrations. A Sole Source letter from Power is attached.
If this Sole Source recommendation is not approved, the City would either need to contract with a new consultant to create new, or stop using the current, integrations. Contracting with a new vendor would result in additional costs to re-create the integrations and not using the integrations would result in inefficiencies and delays that they were designed to eliminate.
The term of the contract is three years from January 1, 2025, through December 31, 2027, with the option to extend in one-year increments as long as the Power integrations are still in use.
FISCAL IMPACT:
CIP#: N/A
Cityworks support and maintenance costs are budgeted in the account numbers listed below. A total of $400,000 is included in the proposed 2025 budget for various Cityworks-related software and services. The requested award is within budget.
|
Account Number |
Fund Description |
Proposed Budget |
|
16101100-531312 |
General Fund |
$3,910,675 |
|
16101300-531312 |
Electric Utility Fund |
$341,000 |
|
16101500-531312 |
Water Utility Fund |
$261,000 |