CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
title
Approve the award of Sole Source Procurement 24-107, Cityworks Premium Enterprise License Renewal, to Azteca Systems, LLC for an amount not to exceed $109,137.60 and for a one-year term
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DEPARTMENT: Information Technology
SUBMITTED BY: Jacqueline Nguyen, Director
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
The City has been using Azteca Cityworks (Cityworks) software since 1997 for both utility departments and the Department of Public Works. Cityworks was standardized as the system of record for all service requests and work orders in 2017.
The enterprise license provides the City unlimited use of Cityworks which tracks such items as labor costs, materials, and equipment for virtually any type of work-related task. The software also tracks materials inventory and synchronizes data with field-based computers. In addition, the system allows staff to track asset condition and prioritize asset maintenance based on past work history to determine which are in most need of repair.
Cityworks is closely integrated with the City’s geographical information system (GIS) enabling service requests and work orders to be mapped by work location for more efficient routing and management of fieldwork crews.
The Cityworks server environment was updated in 2021 to support external vendor access which enables City departments to efficiently track work from external contractors. The City also implemented the storeroom feature of Cityworks to manage warehouse inventory within the utility departments.
Approximately 6,000 work orders and 10,000 service requests are processed annually in Cityworks and without the software work orders and service requests would be processed by paper and tracking would be completed manually.
DISCUSSION:
This Sole Source is requested to renew the enterprise license from May 1, 2024, through April 30, 2025.
The Informational Technology Department has identified this as a Sole Source because, as the developer and sole owner of the rights to the software, the Cityworks enterprise license can only be purchased from Azteca Systems. The Sole Source letter from the developer is attached.
The term of the renewal contract is one year from May 1, 2024, through April 30, 2025.
FISCAL IMPACT:
CIP #: N/A
Costs for the Cityworks enterprise license are budgeted in the Software & Hardware Maintenance account listed below in the amount of $104,940. The requested award exceeds the approved budget by $4,198; however, it is anticipated that the excess can be accommodated within the budget. Staff will monitor expenditures in the fund to ensure compliance with budgetary guidelines.
|
Account Number |
Fund Description |
Total Budget |
|
16101100-531312 |
General Fund |
$3,655,145 |