Explanation
This ordinance is to authorize the Director of the Department of Public Utilities (DPU) to enter into a contract to provide software for the Cityworks Asset Management System (AMS) with Azteca Systems, LLC. 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 Proposals (RFQ018791) that was published for 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.
This contract is for one (1) year from date of execution, with the option to renew for an additional five (5) 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.
SUPPLIER: Azteca Systems, LLC, Vendor #CC-041096 expires 3/3/24. Searches in the Excluded Party List System (Federal) and the Findings for Recovery list (State) produced no findings against Azteca Systems, LLC
FISCAL IMPACT: $381,000.00 is needed for this service.
$0.00 was spent in 2021
$0.00 was spent in 2020
Title
To authorize the Director of Public Utilities to enter into a contract with Azteca Systems, LLC. to provide the software for the Cityworks AMS System for the Department of Public Utilities; to waive the competitive bidding provisions of the City Code; and to authorize the expenditure of $23,241.00 from the Electricity Operating Fund, $147,828.00 from the Water Operating Fund, $165,735.00 from the Sewer System Operating Fund and $44,196.00 from the Stormwater Operating Fund. ($381,000.00)
Body
WHEREAS, the Department of Public Utilities has a need for Cityworks Asset Management System (AMS) software for the implementation of the Cityworks Asset Management System 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 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 term of this contract shall be 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 by 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 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 enter into contract for Cityworks Asset Management System implementation 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. The said firm shall conduct the work to the satisfaction of the Director of Public Utilities.
SECTION 3. That the expenditure of $381,000.00 or so much thereof as may be needed, is hereby authorized per the accounting codes in the attachment to this ordinance.
SECTION 4. 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 5. That this Council finds it in the City's best interest to waive the competitive bidding provisions of Chapter 329 of the City Code for the new contract with Azteca Systems, LLC.
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.