Explanation
Background: This ordinance authorizes the Director of Public Utilities to modify an existing contract with Azteca Systems, LLC to provide additional software licenses for the Cityworks Asset Management System (AMS). The contract amount being authorized by this ordinance is $61,406.30.
Cityworks AMS is used as a department wide Asset Management solution and is replacing Oracle WAM. The software contract is an annual Enterprise licensing agreement that includes cloud-hosting services. The Cityworks solution modernizes our Work and Asset Management program by enabling best practices and GIS to empower DPU to better track, maintain, and manage assets across our entire organization. Cityworks provides three hosting environments, which include one each for testing, production, and development. The Department of Public Utilities (DPU) has 718 licenses and is requesting to increase its licenses by 150 additional logins. Additionally, the Division of Fire currently has 282 licenses funded by DPU and uses these licenses in collaboration with the Division of Water to support the maintenance and inspection process for Fire Hydrants across the City.
The initial contract term was established in accordance with the pertinent provisions to waive for competitive bidding of Chapter 329 of the Columbus City Code and authorized with Ord. 2517-2022. Services under the original contract cover a one (1) year period from date of execution with the option to renew annually for an additional five (5) years on a year-to-year basis, or a portion thereof, based on mutual agreement of the parties, availability of budgeted funds and approval of Columbus City Council. Ord. 2833-2024 authorized the second renewal extending the contract expiration date through November 13, 2025 and adding funds for the initial 1,000 licenses through this period. For the new 150 licenses, they will be prorated from May 2025 through November 2025, each new Cityworks license prorated cost is approximately $409.38. This contract shall not automatically renew. All other terms and conditions of the original agreement remain in full force and effect. If unforeseen issues or difficulties are encountered that would require additional funding, a modification would be requested.
Due to a Request for Proposal (RFQ018791) that was published for the Department of Public Utilities (DPU) to obtain an Asset Management System, Woolpert, Inc. was the awarded firm and the software solution they chose in the proposal was Cityworks. It has been determined that establishing one contract for services with Woolpert, Inc. and one contract for software directly with Azteca Systems, LLC (Cityworks) is the best path forward, and it is in the best interest of the City to waive the provisions of competitive bidding and enter into a contract with Azteca Systems, LLC.
1. Amount of additional funds: Total amount of additional funds needed for this contract modification is $61,406.30. Total contract amount including this renewal is $1,420,266.30.
2. Reason additional funds were not foreseen: Additional users are now required to have a software license for the CityWorks Asset Management System.
3. Reason other procurement processes were not used: Work under this modification is a continuation of services included in the scope of the original bid contract. No lower pricing/more attractive terms and conditions are anticipated at this time.
4. How was cost determined: The cost, terms, and conditions are negotiated based on the quantity of users. The cost for this modification was provided by written quotation and is $61,406.30. The additional yearly licensing cost for these 150 new software licenses will be included in future pre-authorized renewals.
Principal Parties:
Azteca Systems, LLC
11075 South State Street, Suite 24
Sandy, UT 84070
Michael Romano, (262) 751-6767
Contract Compliance Number: 041096
Contract Compliance Expiration Date: 04/11/2026
Fiscal Impact: $61,406.30 is available from within the Public Utilities Operating Funds to meet the financial obligations of this contract.
$556.860.00 was spent in 2024
$421,000.00 was spent in 2023
Title
To authorize the Director of Public Utilities to modify and increase a contract, in accordance with the pertinent provisions to waive competitive bidding of Columbus City Code, with Azteca Systems, LLC. for additional software licenses for the Cityworks AMS System for the Department of Public Utilities; and to authorize the expenditure of $61,406.30 split between the Electricity, Water, Sanitary Sewer, and Stormwater Operating Funds. ($61,406.30)
Body
WHEREAS, it is necessary to authorize the Director of the Department of Public Utilities to modify an existing contract with Azteca Systems LLC for additional software licenses for the Cityworks Asset Management System (AMS) Software; and
WHEREAS, due to a Request for Proposals RFQ018791 that was published for DPU (RFQ018791) to obtain an Asset Management System, Woolpert was the awarded firm and the software solution they chose in the proposal was Cityworks. It has been determined that establishing one contract for services with Woolpert and one contract for software directly with Azteca Systems, LLC (Cityworks) is the best path forward, and it is in the best interest of the City to waive the provisions of competitive bidding (City Code, Chapter 329) and enter into a contract with Azteca Systems, LLC.; and
WHEREAS, it is necessary to authorize the expenditure of $61,406.30 from the Public Utilities Operating Fund, split among the Electricity, Water, Sanitary Sewer, and Stormwater Operating Funds; and
WHEREAS, it has become necessary in the usual daily operation of the Department of Public Utilities to authorize the Director to enter into a modification agreement with Azteca Systems, LLC for additional software licenses for Cityworks Asset Management System; NOW, THEREFORE,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of the Department of Public Utilities be and is hereby authorized to modify an existing contract with Azteca Systems, LLC. for additional software licenses for the Cityworks Asset Management System (AMS) Software to increase funding. The modification amount being authorized by this ordinance is $61,406.30.
SECTION 2. That this modification No.1 is in accordance with the relevant provisions of City Code, Chapter 329, relating to contract modifications and renewals.
SECTION 3. That this Council finds it in the City's best interest to waive the competitive bidding provisions of City Code, Chapter 329 for the contract with Azteca Systems, LLC.
SECTION 4. That for the purpose stated in Section 1, the expenditure of $61,406.30 or so much thereof as may be necessary to pay the cost thereof, be and is hereby authorized from Public Utilities in object class 03 Services, split among the Electricity, Water, Sanitary Sewer, and Stormwater Operating Funds, per the accounting codes in the attachments to this ordinance.
SECTION 5. That the funds necessary to carry out the purpose of this ordinance are hereby deemed appropriated, and the City Auditor shall establish such accounting codes as necessary.
SECTION 6. That the City Auditor is authorized to make any accounting changes to revise the funding source for all contracts or contract modifications associated with this ordinance.
SECTION 7. That this Ordinance shall take effect and be in force from and after the earliest period allowed by law.