Title
Consider a memorandum/resolution authorizing an Enterprise Licensing Agreement (ELA) with Azteca Systems, LLC in an amount not to exceed $205,250 over a three-year period.
Summary
DATE: March 1, 2022
TO: Kent Cagle, City Manager
FROM: Willie Resto, Executive Director of Information Technology
SUBJECT: Enterprise License Agreement with Azteca Systems, LLC
BACKGROUND AND FINDINGS:
The Cityworks asset management system (AMS) is the City’s current work order system which has been used by Public Works since 2007. Cityworks AMS is a critical element for the City to progress towards a data driven environment. Utilizing Cityworks AMS, departments are able to capture valuable information which will aid staff in making sound decisions backed by relevant and timely information. Defining City assets and capturing inventory of critical infrastructure allows staff to strategically schedule proactive maintenance tasks, log repairs, and track replacements necessary for the smooth operations of City services.
Cityworks AMS utilizes the GIS database systems for managing an inventory of geographically distributed assets. GIS assets tracked include roadways, bridges, traffic control, parks and park amenities, facilities, trees, surface water systems, water and wastewater systems and so forth.
A GIS centric system allows asset records to be fully integrated with the GIS mapping of various City asset systems, such as Cityworks AMS. City asset records can be accessed and updated by using map locations. For those assets that may not be “location specific”, for example the internal components of a pump station, such assets and their related maintenance can be stored independently within a GIS centric system like Cityworks AMS.
The enterprise license allows for an unlimited number of users. In 2019 the City Council approved the request to purchase a tiered three-year Enterprise License Agreement with year three in the amount of $60,000. The proposed agreement is also a tiered agreement with $60,000 being the cost for year one, year two cost $71,750 and year three cost $73,500.
The current Enterprise License Agreement expires March 2022.
THE ALTERNATIVES CONSIDERED:
1. Enter into an Enterprise License Agreement with Azteca Systems LLC for unlimited user licensing of the CityWorks Asset Management Software.
2. Do not enter into an Enterprise License Agreement with Azteca Systems LLC for unlimited user licensing of the CityWorks Asset Management Software.
Which alternative is recommended? Why?
Staff recommends alternative 1 which will provide licensing needed for CityWorks software.
CONFORMITY TO CITY POLICY:
This purchase conforms to the City Policy and Local Government Code, Section 252.022 that items available from only one source because of patents, copyrights, secret processes, or natural monopiles are exempt from being competitively solicitated. CityWorks software, maintenance and support are only available from the manufacturer Azteca Systems.
FINANCIAL IMPACT:
What is the amount of the expenditure in the current fiscal year? For future years?
Fiscal Year 22/23 $60,000
Fiscal Year 23/24 $71,750
Fiscal Year 24/25 $73,500
Is this a one-time or recurring expenditure?
Recurring
Is this expenditure budgeted?
Yes, funds are available in the Information Technology Internal Service Fund account 627-2705-419.42-43.
If not, where will the money come from?
N/A
Is there a sufficient amount in the budgeted line-item for this expenditure?
Yes
RECOMMENDATION:
Staff recommends that the City Council authorize the City Manager, or designee, to execute an Enterprise License Agreement with Azteca Systems, LLC in an amount not to exceed $205,250 over a three-year period and that the City Manager, or designee be expressly authorized to execute any and all change orders or supplemental agreements within amounts set by state and local law.
DEPARTMENTAL CLEARANCES:
Purchase
Finance
Legal
ATTACHED SUPPORTING DOCUMENTS:
Agreement
Certificate of Interested Parties