CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Approve the award of Change Order #1 to Contract 17-056, Cityworks Upgrade and Enhancement Project, to POWER Engineers, Inc. for an amount not to exceed $161,226.00 and a total award of $2,235,133.88
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DEPARTMENT: Finance Department
SUBMITTED BY: Rachel Mayer, Director
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
Cityworks serves as one of the City’s primary technology platforms that is used across multiple departments. Specifically, the Cityworks management system is a single platform for work orders, service requests, asset management, and warehouse inventory management.
The City Council awarded the first phase of Contract 17-056 to POWER Engineers, Inc. in December 2017 for the expansion and integration of Cityworks with other City software. The following work was completed in Phase One:
• Warehouse management
• Wastewater treatment work order migration
• Sidewalk work order migration
• Integration with Munis software
In February 2022 City Council approved a second award to complete the remaining work defined in Phase Two. The following work is scheduled to be completed in Phase Two:
• Electric Utility work orders
• Integration with ArcFM software
• Asset management
• GIS integrations
DISCUSSION:
This change order is requested to have POWER lead the annual Cityworks/ArcGIS version upgrades ($118,226) and add additional general post deployment support ($43,000).
The City has determined that POWER is best suited to lead the annual version upgrades because they created the Cityworks integrations and customizations that are most impacted by the annual upgrade. The cost includes three years of upgrades starting in 2022.
Following implementations, departments have identified opportunities to further improve efficiencies. The additional post deployment support will be used to make the enhancements where the City does not have the expertise.
Staff expects all remaining implementations associated with this contract to be completed by the end of 2024. The contract will be closed at that point. Any future Cityworks implementations and upgrades will be procured as new contracts with Power or other vendors.
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FISCAL IMPACT:
CIP#: CE148
Funding for CE148, Cityworks Upgrade and Enhancement, is included in the 2022 budget for a total of $746,600 allocated across the funds as listed below. The remaining amount of the award will be budgeted accordingly in future years.
|
Account Number |
Fund Description |
Total Budget Amount |
|
16101300-551504 |
Electric Utility Fund |
$604,000 |
|
16102000-551504 |
Water Capital Fund |
$138,000 |
|
16102200-551504 |
Capital Projects Fund |
$554,600 |