Title
A Resolution Of The City Commission Of The City Of Hollywood, Florida, Approving And Authorizing The Appropriate City Officials To Execute A Software License And Maintenance Agreement With Azteca Systems, LLC. For Cityworks Server Asset Management System For Utilization By Various Departments In An Amount Not To Exceed $668,951.11.
Strategic Plan Focus
Infrastructure & Facilites
Body
Staff Recommends: Approval of the attached Resolution.
Explanation:
The City is committed to having reliable infrastructure and facilities to live, learn, work, invest, and play. To be ready to balance the demands of aging infrastructure with the need to accommodate growth, the City has embarked on implementing new or upgraded systems and technology within City departments.
After extensive evaluation of major computerized maintenance management and infrastructure asset management systems used by municipal governments, it was determined that it was in the City's best interest to acquire the Cityworks Server Asset Management System (“AMS”) by Azteca Systems, LLC, comprising a suite of software products to facilitate meeting the goals and objectives stipulated in the City’s Strategic Focus Area of Infrastructure and Facilities.
On August 29, 2018, pursuant to Resolution No. R-2018-267, the City Commission approved and authorized a single-user License and Maintenance Agreement with Azteca Systems, LLC for the acquisition of Cityworks Server AMS. Subsequently, the Departments of Information Technology, Public Utilities and Public Works begun collaboration on the implementation of the Cityworks Server AMS within key departments to help ensure seamless integration of processes, workflows, data and information, that are vital for optimum management of the City’s infrastructure and assets.
On August 29, 2018, pursuant to Resolution No. R-2018-268, the City Commission approved and authorized the issuance of an authorization-to-proceed for implementation of Cityworks Server AMS within the Department of Public Utilities. The first phase implementation of Cityworks Server AMS is currently in use and meeting the operational and maintenance needs of Public Utilities, while serving as the System of Record for work order history for all department infrastructure and assets.
On May 5, 2021, pursuant to Resolution No. R-2021-100, the City Commission approved and authorized the execution of a professional services agreement for implementation of Cityworks Server AMS within the Department of Public Works. The implementation is currently underway and will be completed in fiscal year 2022. Upon completion, Cityworks will serve as the System of Record for work orders and costs related to all Public Works and assets.
On July 1, 2021, with the addition of a second department implementing Cityworks Server AMS with more City departmental implementations planned, Azteca Systems upgraded the Cityworks license from a “single-user” to an “enterprise” license for an interim period that expired on October 31, 2021.
Azteca Systems, LLC provided a new Software License and Maintenance Agreement for the continued use of the Cityworks software product suite set forth in the agreement for a total amount of $668,951.11 for five (5) years commencing on November 1, 2021, which cost includes the license, maintenance, and technical support services. The cost of the Cityworks software product suite license will remain fixed for all current and future departmental implementations. The pricing from Azteca Systems was found to be reasonable and fair when compared to similar services being provided to other municipalities and anticipated future inflation.
Section 38.41(C)(11)(a) of the Code of Ordinances provides that software and hardware subscriptions, licensing, and maintenance with the company from which the software and hardware was purchased, are exempt from the competitive bid and competitive proposal requirements.
The Directors of the Departments of Public Utilities, Information Technology, and Public Works recommend that the City Commission approve and authorize the appropriate City officials to execute the attached Cityworks Software License and Maintenance Agreement with Azteca Systems, LLC for City Departments’ use of the Cityworks product in the amount of $668,951.11.
No additional staff is needed as a result of this agreement.
Fiscal Impact:
A portion of the funding for this service is available in the FY 2022 Operating Budget account numbers:
442.400601.53600.531170.000000.000.000,
442.400603.53600.531170.000000.000.000,
442.400201.53600.531170.000000.000.000,
442.400202.53600.531170.000000.000.000,
442.400501.53600.531170.000000.000.000,
443.410101.53800.531170.000000.000.000,
001.500202.54100.552290.000000.000.000, and
001.500301.51900.546350.000000.000.000.
Funding for the second, third, fourth, and fifth years for annual amounts of $129,780.00, $133,673.40, $137,683.60, $141,814.11 respectively, will be budgeted in subsequent fiscal years’ operating budgets subject to the approval and adoption by the City Commission.
Recommended for inclusion on the agenda by:
Howard Richards, Asset Manager, Department of Public Utilities
Raheem Seecharan, Director, Department of Information Technology
Pete Bieneik, Director, Department of Public Works
Vivek Galav, Director, Department of Public Utilities
Gus Zambrano, Assistant City Manager for Sustainable Development
Attachments:
• Resolution - Azteca Cityworks Software Enterprise License & Maintenance Agreement
• Cityworks Software License and Maintenance Agreement, 5-yrs commencing 11-1-2021
• Cityworks Upgrade to Enterprise License Agreement, interim thru 10-31-2021
• Resolution R-2018-267, Cityworks License and Maintenance Agreement