Explanation
Background: This ordinance authorizes the Director of Public Utilities to renew an existing agreement with Azteca Systems, LLC to provide software for the Cityworks Asset Management System (AMS). The contract amount being authorized by this ordinance is $1,019,234.74.
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) aka Columbus Water & Power (CWP) currently has 1,150 licenses. Additionally, the Division of Fire has 282 licenses funded by CWP and uses these licenses in collaboration with the Division of Water to support the maintenance and inspection process for Fire Hydrants across the City.
Due to a Request for Proposal (RFQ018791) that was published for CWP 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.
The original term of the contract was established in accordance with the pertinent provisions to waive competitive bidding of Chapter 329 of the Columbus City Code for the initial term and all future renewals. The contract was established for a period of one year from the date of execution by the City of Columbus, up to and including November 13th, 2023, with yearly renewal options for an additional five years, for a maximum contract length of six years, on a year-by-year basis, authorized by Ordinance 2517-2022. The contract amount authorized was $516,860.00.
Ordinance 2391-2023 authorized the first renewal option, increasing funding by $421,000.00 and extending the contract through November 13th, 2024.
Ordinance 2833-2024 authorized the second renewal option, increasing funding by $421,000.00 and extending the contract through November 13th, 2025.
Ordinance 0874-2025 authorized the first modification, adding 150 licenses and increasing the funding allocations by $61,406.30.
Ordinance 2546-2025 authorized the third renewal option, increasing funding by $753,900.00 and extending the contract through November 13th, 2026.
This ordinance authorizes the fourth one-year renewal option of the contract and is being submitted in accordance with the relevant provisions of Chapter 329 of City Code. This renewal also includes an upgrade for the system and a change to a more cost-effective licensing price model. Under the new licensing model, the Department of Public Utilities aka Columbus Water & Power (CWP) will increase its account logins from 1,150 to unlimited. For each year of the contract, funding is contingent on availability within the budget, mutual agreement between the parties, approval of City Council, and certification of funds by the City Auditor. This contract does not automatically renew. If unforeseen issues or difficulties are encountered that would require additional funding, a modification would be requested.
1. Amount of additional funds: Total amount of additional funds needed for this contract renewal No. 4 is $1,019,234.74. The total contract amount including this renewal is $3,193,401.04.
2. Reason additional funds were not foreseen: The need for additional funds was known at the time of the initial contract and this legislation authorizes funding to cover the continuation of the consultant’s work for an additional year.
3. Reason other procurement processes were not used: Work under this renewal No. 4 is a continuation of services included in the scope of the original bid contract. No lower pricing/more attractive terms and conditions are anticipated currently.
4. How was cost determined: The costs, terms, and conditions are in accordance with the original agreement.
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: PENDING UPDATE
Fiscal Impact: $1,019,234.74 is available from within the Public Utilities Operating Funds to meet the financial obligations of this contract.
$61,406.30 was spent in 2025
$556,860.00 was spent in 2024
Title
To authorize the Director of Public Utilities to renew an existing agreement with Azteca Systems, LLC. for software licenses associated with the Cityworks AMS system; and to authorize the expenditure of $1,019,234.74 split between the Electricity, Water, Sanitary Sewer, and Stormwater Operating Funds. ($1,019,234.74)
Body
WHEREAS, it is necessary to authorize the Director of the Department of Public Utilities to renew an existing contract with Azteca Systems LLC for the licenses associated with the Cityworks Asset Management System (AMS) Software; and
WHEREAS, Ordinance 2517-2022 authorized the original contract and approved the waiving of competitive bidding provisions of Chapter 329 of the Columbus City Codes for the initial contract and all future renewals; and
WHEREAS, Ordinance 2391-2023 authorized the first renewal option, adding funding and extending the contract up to and including November 13th, 2024; and
WHEREAS, Ordinance 2833-2024 authorized the second renewal option, adding funding and extending the contract up to and including November 13th, 2025; and
WHEREAS, Ordinance 0874-2025 authorized the first modification, adding funding for 150 additional licenses; and
WHEREAS, Ordinance 2546-2025 authorized the third renewal option, adding funding and extending the contract up to and including November 13th, 2026; and
WHEREAS, it is necessary to authorize the expenditure of $1,019,234.74 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 operations of the Department of Public Utilities, in that it is necessary to authorize the Director to enter into a contract renewal with Azteca Systems, LLC. to provide software licenses for the 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 renew an existing agreement with Azteca Systems, LLC. for the Cityworks Asset Management System. The renewal amount being authorized by this ordinance is $1,019,234.74.
SECTION 2. That this renewal No.4 is in accordance with the relevant provisions of City Code, Chapter 329, relating to contract modifications and renewals.
SECTION 3. 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 4. 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 5. That for the purpose stated in Section 1, the expenditure of $1,019,234.74 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 6. That this Ordinance shall take effect and be in force from and after the earliest period allowed by law.