TITLE
Recommendation to authorize City Manager, or designee, to execute all documents necessary to amend Contract No. 34731 with Azteca Systems, LLC (Azteca Systems), of Sandy, UT, for Cityworks License and Maintenance Agreement, in an annual amount not to exceed $62,000, with a maximum increase of five percent annually and a 10 percent contingency of $6,200, for a total annual amount of $68,200, for a period of three years with the option to renew for two additional one-year periods, at the discretion of the City Manager. (Citywide)
DISCUSSION
City Council approval is requested to amend Contract No. 34731 with Azteca Systems, LLC to continue providing Cityworks license, maintenance, and support.
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 2016, additional licenses were purchased to interface with the Asset Management System (AMS) server, and for the mobile application for use on the iPads for City staff working in the field.
On September 12, 2017, the City Council adopted a Resolution authorizing the City Manager to execute a new contract (No. 34731), with Cityworks to include all City licenses in a single agreement. City Council authorized the City Manager to enter into Contract No. 34731 for a period of three years, with the option to renew for two additional one-year periods. The renewal options have been exhausted. The software is proprietary to Azteca Systems and any software updates and fixes can only be made by Azteca Systems.
The Public Works, Parks, Recreation, and Marine, and Airport Departments 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. This software is deeply integrated into City operations. At this time, it is not recommended to consider procuring and implementing a new alternative solution across the numerous departments that rely on this system for daily operations.
This matter was reviewed by Deputy City Attorney Erin Weesner-McKinley on July 21, 2022, Purchasing Agent Michelle Wilson on July 22, 2022, and by Revenue Management Officer on July 25, 2022.
TIMING CONSIDERATIONS
City Council action to amend Contract No. 34731 is requested on August 9, 2022, to ensure there is no interruption to services.
FISCAL IMPACT
The annual amount of the contract will not exceed $68,200 for one year, inclusive of a 10 percent contingency, and subject to a maximum annual increase of five percent. Sufficient funding has been budgeted in the General Services Fund Group in the Technology and Innovation Department to support this activity and the cost will be recovered from client departments via the annual Technology and Innovation Department Memorandum of Understanding. This recommendation has no staffing impact beyond the normal budgeted scope of duties and is consistent with existing City Council priorities. There is no local job impact associated with this recommendation.
SUGGESTED ACTION
Approve recommendation.
Respectfully Submitted,
LEA D. ERIKSEN
DIRECTOR OF TECHNOLOGY AND INNOVATION
APPROVED:
THOMAS B. MODICA
CITY MANAGER