TITLE
Recommendation to adopt resolution authorizing City Manager, or designee, to execute a contract with Azteca Systems, LLC, of Sandy, Utah, for an updated License and Maintenance Agreement, in an annual amount not to exceed $52,995, for a period of three years, with the option to renew for two additional one-year periods, at an increased rate of no more than the Consumer Price Index of the annual fee, at the discretion of the City Manager. (Citywide)
DISCUSSION
In 2001, the City Council approved the purchase of a Service Request and Work Order Management Computer System called “Cityworks” from Azteca Systems, LLC, and the execution of a Software License Agreement. In 2013, an amendment was made to the agreement to add more licenses to interface with the Asset Management System (AMS) server. Last year, additional licenses were purchased for the mobile application for use on the iPads for City staff working in the field.
The Public Works, Parks, Recreation, and Marine, and Airport Department have utilized the Cityworks software as their work order system to issue and track infrastructure services and various types of work orders including those for sidewalk, street repair, and tree trimming. The software is also integrated with the City’s GIS system and the Go Long Beach mobile application.
Azteca Systems has requested a new agreement to update the Cityworks agreement to include all City licenses. The software is proprietary to Azteca Systems and any software updates and fixes can only be made by Azteca Systems.
Due to the unique features of the Cityworks software, a competitive procurement is not feasible. Therefore, no useful purpose would be served by advertising for bids, and to do so would constitute an unnecessary use of staff time. City Charter Section 1801 requires that contracts for City purchases be awarded to the lowest responsible bidder after a competitive bid process, but allows for awards without a competitive bid process if accompanied by a Resolution adopted by the City Council.
This matter was reviewed by Deputy City Attorney Amy R. Webber on August 21, 2017 and by Budget Analysis Officer Julissa José-Murray on August 22, 2017.
TIMING CONSIDERATIONS
City Council action to adopt Resolution and authorize execution of the updated License and Maintenance Agreement concurrently is requested on September 12, 2017, to ensure continued support of the Cityworks software. The current agreement expired on August 31, 2017.
FISCAL IMPACT
Sufficient funding has been budgeted in the General Services Fund (IS 385) in the Technology and Innovation Department (TI) to support this activity. There was no increase in the annual fee of $52,995 for the License and Maintenance Agreement. There is no local job impact associated with this recommendation.
SUGGESTED ACTION
Approve recommendation.
BODY
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LONG BEACH AUTHORIZING THE CITY MANAGER TO EXECUTE A CONTRACT WITH AZTECA SYSTEMS LLC, WITHOUT ADVERTISING FOR BIDS, FOR AN UPDATED LICENSE AND MAINTENANCE AGREEMENT FOR THE CONTINUED USE OF THEIR MANAGEMENT COMPUTER SYSTEM CITYWORKS, FOR A PERIOD OF THREE YEARS, WITH AN OPTION TO RENEW FOR TWO ADDITIONAL ONE-YEAR PERIODS, IN AN ANNUAL AMOUNT NOT TO EXCEED $52,995
Respectfully Submitted,
BRYAN M. SASTOKAS
DIRECTOR OF TECHNOLOGY AND INNOVATION
APPROVED:
PATRICK H. WEST
CITY MANAGER