Explanation
1. BACKGROUND
This ordinance authorizes the Director of Public Service to enter into contract with Azteca Systems, LLC to provide customized software and services for the Cityworks Asset Management System (AMS).
The intent of this project is to provide the Department of Public Service with software and services for the development and deployment of Cityworks Asset Management System (AMS) that will be used to support the management of assets within the department. Cityworks AMS, a proprietary software solution, is a customizable citywide Asset Management solution used by various City of Columbus departments, including the Department of Public Service, the Department of Public Utilities, and the Department of Technology, and will replace current asset management software.
The Department of Public Utilities contracted with Azteca Systems, LLC to obtain an Asset Management System after the software solution was chosen through the RFP process in 2022. The Department of Public Service subscribed to licenses in 2023. The Department of Technology contracted with the vendor for training on the system in 2024. It has been determined that establishing one vendor for these customizable services within the City is preferable to ensure citywide system compatibility and access, and it is in the best interest of the City to enter into a sole source contract with Azteca Systems, LLC.
This contract is for one (1) year from date of execution, with the option to renew for an additional two (2) years on a year-to-year basis, or a portion thereof, based upon mutual agreement of the parties, availability of funding, and approval by Columbus City Council. Future contract modifications are anticipated. If unforeseen issues or difficulties are encountered that would require additional funding, a modification would be requested. This contract does not automatically renew.
Searches in the System for Award Management (Federal) and the Findings for Recovery list (State) produced no findings against Azteca Systems, LLC.
2. CONTRACT COMPLIANCE INFORMATION
The contract compliance number for Azteca Systems, LLC, is CC041096 and expires 4/11/2026.
3. FISCAL IMPACT
Funds for this planned purchase are budgeted in the General Fund (Fund 1000), the Mobility Enterprise Fund (Fund 6500), and the Street Construction Maintenance and Repair Fund (Fund 2265).
4. MINORITY AND WOMAN OWNED BUSINESS ENTERPRISE & SMALL LOCAL BUSINESS ENTERPRISE PROGRAM
This expenditure is for customized and proprietary software being developed and implemented by an existing vendor for departments citywide.
5. EMERGENCY DESIGNATION
Emergency action is requested to expedite this purchase, so that the current schedule for training and implementation can continue for current and new users and the department does not lose access to the system, preserving the public health, peace, property, safety and welfare.
Title
To authorize the Director of the Department of Public Service to enter into contract with Azteca Systems, LLC, for the development and purchase of software and services; to authorize the expenditure of $127,500.00 from various funds to pay for the contract; and to declare an emergency. ($127,500.00)
Body
WHEREAS, the Department of Public Service has a need for customized asset management software and services only offered through Azteca Systems, LLC; and
WHEREAS, the Director of Public Service is authorized to enter into a sole source contract with Azteca Systems, LLC, for development and purchase of asset management software and services for the department to ensure system compatibility and monitoring across multiple city departments; and
WHEREAS, funding for this purchase is available in various Department of Public Service operating funds; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Service, in that it is immediately necessary to authorize the Director of Public Service to establish a purchase order for the purchase of the asset management software and services with Azteca Systems, LLC, for immediate use so the current schedule for training and implementation can continue for current and new users and access to the system is continued uninterrupted, for the immediate preservation of the public health, peace, property, and safety; NOW, THEREFORE,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of the Department of Public Service be and is hereby authorized to enter into a sole source contract and establish purchase orders with Azteca Systems, LLC, 11075 S. State Street-Suite 24, Sandy, Utah, for the development and purchase of asset management software and services. This contract is for one (1) year from date of execution, with the option to renew for an additional two (2) years on a year-to-year basis, or a portion thereof, based upon mutual agreement of the parties, availability of funding, and approval by Columbus City Council.
SECTION 2. That the expenditure of $12,750.00 or as much thereof as may be needed, is hereby authorized in Fund 2265 (Street, Construction, Maintenance, and Repair Fund), Dept-Div 5901 (Director’s Office) in Object Class 03 (Purchased Services) per the accounting codes in the attachment to this ordinance.
SECTION 3. That the expenditure of $19,125.00 or as much thereof as may be needed, is hereby authorized in Fund 1000 (General Fund), Dept-Div 5902 (Division of Refuse Collection) in Object Class 03 (Purchased Services) per the accounting codes in the attachment to this ordinance.
SECTION 4. That the expenditure of $19,125.00 or as much thereof as may be needed, is hereby authorized in Fund 6500 (Mobility Enterprise Fund), Dept-Div 5906 (Division of Parking Services) in Object Class 03 (Purchased Services) per the accounting codes in the attachment to this ordinance.
SECTION 5. That the expenditure of $38,250.00 or as much thereof as may be needed, is hereby authorized in Fund 2265 (Street, Construction, Maintenance, and Repair Fund), Dept-Div 5911 (Division of Infrastructure Management) in Object Class 03 (Purchased Services) per the accounting codes in the attachment to this ordinance.
SECTION 6. That the expenditure of $38,250.00 or as much thereof as may be needed, is hereby authorized in Fund 2265 (Street, Construction, Maintenance, and Repair Fund), Dept-Div 5913 (Division of Traffic Management) in Object Class 03 (Purchased Services) per the accounting codes in the attachment to this ordinance.
SECTION 7. That funds are hereby deemed appropriated and expenditures and transfers are authorized to carry out the purposes of this ordinance and the City Auditor shall establish such accounting codes as necessary.
SECTION 8. 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 9. That for the reasons stated in the preamble hereto, which is hereby made a part hereof, this ordinance is hereby declared to be an emergency measure and shall take effect and be in force from and after its passage and approval by the Mayor or ten days after passage if the Mayor neither approves nor vetoes the same.