Explanation
1. BACKGROUND
This ordinance authorizes the Director of Public Service to enter into a contract with Azteca Systems Holdings LLC, a wholly-owned subsidiary of Trimble, Inc., for the Cityworks Asset Management System (AMS) subscription.
The Cityworks Asset Management System (AMS) subscription supports 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.
The original contract, Ordinance 2536-2024, was for one (1) year, 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. That contract expired before the first one-year renewal could be finalized, necessitating the execution of a new service contract and Codes.
Pursuant to Ordinance 2958-2025, the Department of Public Service entered into a sole source contract with Azteca Systems Holdings LLC with the option to renew for one additional year and was in the amount of $165,000.00, with an expiration date of November 14, 2026.
This legislation authorizes a one (1) year renewal, based upon mutual agreement of the parties, availability of funding, and approval by Columbus City Council. Future contract modifications are anticipated due to the continued need of the work order system. 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 Holdings LLC.
2. CONTRACT COMPLIANCE INFORMATION
The contract compliance number for Azteca Systems Holdings LLC, is CC041096, and is expired. The renewal of the certification is in process.
3. FISCAL IMPACT
Funds for this planned expenditure are budgeted in the Mobility Enterprise Fund and the Street Construction Maintenance and Repair Fund.
4. EMERGENCY DESIGNATION
Emergency action is requested so as to prevent a lapse in service, as the existing contract expires on November 14, 2026, preserving the public health, peace, property, safety and welfare.
Title
To authorize the Director of the Department of Public Service to enter into a contract renewal with Azteca Systems Holdings LLC, relative to the Cityworks Asset Management System (AMS); to authorize the expenditure of $165,000.00 from various funds to pay for the contract; and to declare an emergency. ($165,000.00)
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, pursuant to Ordinance 2958-2025, the Director of Public Service entered into a one-year sole source contract, with the option to renew for one (1) additional year on a year-to-year basis, 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, the purpose of this legislation is to authorize a one-year renewal of the contract; 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 to enter into contract with Azteca Systems, LLC to prevent a lapse in service, as the existing contract expires on November 14, 2026, for the immediate preservation of the public health, peace, property, and safety; and 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 renew a contract with Azteca Systems Holdings LLC, 11075 S. State Street-Suite 24, Sandy, Utah, for the development and purchase of asset management software and services. This contract will be for one (1) year from date of execution, 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 $75,000.00 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 $75,000.00 or as much thereof as may be needed, is hereby authorized in Fund 6500 (Mobility Enterprise Fund), Dept-Div 5901 (Division of Director’s Office) in Object Class 03 (Purchased Services) per the accounting codes in the attachment to this ordinance.
SECTION 4. That the expenditure of $,10,000.00 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 5. That the expenditure of $5,000.00 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 6. 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 7. 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 8. 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.