Title
A Resolution Of The City Commission Of The City Of Hollywood, Florida, Approving And Authorizing The Appropriate City Officials To Execute A License and Maintenance Agreement With Azteca Systems, LLC For The Acquisition Of Cityworks Server Asset Management Solution Premium Software And Maintenance And Technical Support Services For An Annual Amount Of $60,000.00.
Body
Staff Recommends: Approval of the attached Resolution
Explanation:
The Department of Public Utilities maintains and operates the Southern Regional Wastewater Treatment Plant (SRWWTP) and the Water Treatment Plant (WTP), and also includes the Underground Utilities Division (UU) for maintaining the sewer collection, water distribution and stormwater systems.
The main divisions of Public Utilities [SRWWTP, WTP, and UU] are responsible for operating, maintaining and managing a complex array of infrastructure and/or assets which requires constant monitoring and maintenance to guarantee optimal performance and operational efficiency.
In 2005, the Department of Public Utilities implemented a Maintenance Management Information System (MMIS) using the Accela software as its core architecture and the MMIS has been instrumental in organizing and tracking the assets within the critical divisions; however, the 2005 MMIS has become obsolete, and the newer versions of the system do not meet the needs and the progressive vision of the department.
After an extensive search and detailed evaluation that included presentations and research from four specialized asset management solutions companies including Sedaru Smart Water/Sewer Software, Accela, Inc;, Innovyze Corporation, and Cityworks, the Department of Public Utilities finds it in the best interest of the City to acquire the Cityworks software.
Cityworks is the only software that currently possesses the most capabilities required in any Computerized Maintenance Management System (CMMS), such as increased level of maintenance information, improved work and service request control, improved planning and scheduling, extension of equipment life, improved reliability and reduced downtime, at the same time as providing the technical competencies necessary to integrate and enhance the reporting, data acquisition, and operational optimization of the SRWWTP, the WTP, and the Underground Utilities Division.
Cityworks is primarily focused on the Water and Wastewater Industry and allows for Geographic Information System (GIS) integration and it can be configured to adapt to the needs of each Public Utilities division and/or city department, and has open architecture allowing it to integrate with other existing software currently in use by the Department of Public Utilities and by the city as a whole.
During the selection and quotation preparation process, the Information Technology Department closely and extensively coordinated with the Department of Public Utilities and with the vendor (Azteca Systems) to corroborate that Cityworks is compatible with the City’s Enterprise Resource Planning (ERP).
Azteca Systems has provided the City with a license and maintenance agreement for the acquisition of the Cityworks software in the annual amount of $60,000.00, over a three year period which cost includes the license, maintenance and technical support services in the amount of $60,000.00 per year.
Pricing from Azteca Systems was found to be reasonable and fair when compared to similar services being provided to another local municipality.
Section 38.40(C)(10)(a) of the Code of Ordinances provides that software licensing and maintenance with the company from which the software was purchased is not subject to the competitive procurement requirements.
The Department of Public Utilities recommends that the City Commission approve and authorize the execution of the attached License and Maintenance Agreement.
Funding for the acquisition, maintenance and technical support services of the Cityworks Server Asset Management Solution (Cityworks) Premium software in the annual amount of $60,000.00 has been provided pursuant to Resolution No. R-2017-295 which continued the appropriation for previously approved capital projects from FY2017 to FY2018 and it is available in account number 42.4000.90077.536.006442.
Funding for the 2nd and 3rd years of service support in the amount of $60,000.00 per year will be available and allocated within the respective operational accounts.
Recommended for inclusion on the agenda by:
Dr. Wazir A. Ishmael, City Manager
Gus Zambrano, ACM, Sustainable Development
Cintya Ramos, Director, Finance & Administration
Steve Joseph, Director, Public Utilities
Paul A. Bassar, Director of Procurement & Contract Compliance