Title
Amendment to Azteca Software License (NB)
Staff recommends amending the software license, maintenance and service agreement with Azteca Systems, Inc. for Cityworks. The software promotes effective and efficient use of Geographical Information Systems (GIS) data across all service delivery operating areas within GRU and will provide similar benefits to General Government.
Explanation
Cityworks is a GIS based work management system uniquely designed to utilize the City's geographical data without costly duplication, risky synchronization, or complex integration of that data. GRU has successfully used this software since 1998 and depends on it for distributing GIS information across multiple service areas including Water/Waste Water, Gas/Electric Distribution, and GRUCOM. Cityworks allows GRU to accurately manage its infrastructure while minimizing the total cost of owning, operating, and maintaining acceptable service levels. Cityworks provides GRU the ability to account for the cost of providing reliable services to our customers. The software also enables GRU to extend the life of its utility infrastructure by accurately representing operations expenditures while applying preventative maintenance practices. This contributes to GRU's KPI goals to improve service delivery to its customers while maintaining fiscal responsibility. General Government desires to realize the same capabilities and benefits.
Currently GRU has a limited number of Cityworks user licenses and General Government has none. General Government has budgeted funds for a work management system to be implemented in Public Works, Solid Waste, and Storm Water Departments as part of its FY13 Capital Improvement Plan. The upgrade to unlimited Cityworks site licensing is the most cost effective solution to accommodate General Government's needs. Additional benefits derived from accessing the same information through one program are as follows:
1. Cross departmental coordination between all General Government and GRU departments for service requests work orders, inspections, permits, and code enforcement.
2. Access to software application focused on Permits, Licensing, and Land (PLL). This includes building, event, and compliance permits, business licensing, planning and zoning reviews.
3. The site license premium upgrade includes all products, add-ons and application programming interfaces that Azteca develops or will develop for the Cityworks suite of software applications.
Using the same GIS-centric management system reduces staff training needs and enhances continuity in City operations. The annual costs for updates and support will be split equally between General Government and GRU.
Fiscal Note
GRU has previously purchased all of the Citywork user licenses. The incremental cost to acquire the unlimited licensing upgrade to benefit the City as a whole will be paid for by General Government for that cost is less than GRU's total Cityworks investment to date. Funds for this software upgrade are available in General Governments FY 2013 Capital Improvement Plan budget.
Recommendation:
The City Commission: 1) authorize the General Manager, or his designee, to amend the existing software license agreement with Azteca Systems, Inc. to upgrade the existing software license to "site license premium" subject to approval of the City Attorney as to form and legality; and 2) issue a purchase order to Azteca Systems, Inc. in the amount of $209,000 for the upgraded software license and $76,000 for annual updates and support.