Explanation
The purpose of this legislation is to authorize the Director of the Department of Public Utilities to renew and increase a contract with Azteca Systems, LLC to provide software for the Cityworks Asset Management System (AMS). Cityworks AMS will be a department wide Asset Management solution and will replace Oracle WAM. The software contract is an annual Enterprise licensing agreement that includes cloud-hosting services.
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.
The original contract (PO356535) 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 covers for 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. This renewal No. 1 is to provide the necessary funding for the continuation of the Cityworks Asset Management System. This proposed renewal No. 1 is for year two (2) of the contract and to extend the contract through 11/13/2024 and ADD $421,000.00. Total amount including this renewal is $802,000.00. 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.
Amount of additional funds: Total amount of additional funds needed for this contract renewal No.1 is $421,000.00. Total contract amount including this renewal is $802,000.00.
2. Reason additional funds were not foreseen: The need for additional funds was known and provided for at the time of the initial contract award. This is a planned renewal.
3. Reason other procurement processes were not used: Work under this renewal No. 1 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 in accordance with the original agreement. The cost for this renewal is $421,000.00.
SUPPLIER: Azteca Systems, LLC, Vendor #41096 CC expires 3/3/24, majority status
Searches in the Excluded Party List System (Federal) and the Findings for Recovery list (State) produced no findings against Azteca Systems, LLC
FISCAL IMPACT: $421,000.00 is needed for this service.
$381,000.00 was spent in 2022
$ 00.00 was spent in 2021
Title
To authorize the Director of Public Utilities to renew and increase a contract, in accordance with the pertinent provisions to waive competitive bidding of Columbus City Code, with Azteca Systems, LLC. for the software for the Cityworks AMS System for the Department of Public Utilities; and to authorize the expenditure of $421,000.00 from the Electricity Operating Fund, the Water Operating Fund, the Sewer System Operating Fund and the Stormwater Operating Fund. ($421,000.00)
Body
WHEREAS, the Department of Public Utilities wishes to renew and increase PO356535 with Azteca Systems LLC for the Cityworks Asset Management System (AMS) software that will become a department wide Asset Management solution and will replace Oracle WAM; 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, the contract amount will be utilized to provide software under this contract related to the Cityworks Asset Management System for use throughout the Department of Public Utilities; and
WHEREAS, the original term of the contract was for a period of one (1) year from the date of execution by the City of Columbus, with yearly renewal options for an additional five (5) years, on a year-to-year basis, based on funding availability, mutual agreement between the City and the vendor, approval by ordinance of Columbus City Council, and appropriation and certification of funds by the City Auditor. If unforeseen issues or difficulties are encountered that would require additional funding, a modification would be required and is subject to and conditioned upon the approval of City Council, and appropriation and certification of funds by the City Auditor. This proposed renewal No.1 is for year two (2) of the contract. This contract shall not automatically renew; and
WHEREAS, it has become necessary in the usual daily operation of the Department of Public Utilities to authorize the Director to enter into an agreement with Azteca Systems, LLC to provide software for Cityworks Asset Management System the Department of Public Utilities; 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 renew and increase the contract (PO356535) for Cityworks Asset Management System with Azteca Systems, LLC , 11075 South State Street #24, Sandy UT 84070, in accordance with the terms on file in the office of the Department of Public Utilities.
SECTION 2. That this renewal 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 the expenditure of $421,000.00 or so much thereof as may be needed, is hereby authorized per the accounting codes in the attachment 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.