Approximately 15 years ago, a small Access database was created to hold work order data.  As the City has grown, the needs for geographically accurate work order data tied to City assets has become increasingly important.  In order to measure and plan costs and track the lifecycle of the City street, water and sewer networks, a more advanced approach was needed. Cityworks, an asset management and work order platform created by Azteca Systems, is a GIS-centric asset management solution.  It combines with the power of GIS and its robust asset data management repository to perform intelligent and cost-effective inspection, monitoring, and condition assessment.  Field workers can use mobile devices to enter, accept and complete work orders while in the field.

Budgeted for FY 2017 in the Water and Sewer Operating budget, this new software package will also ensure full compliance with the regional Capacity, Management, Operations, and  Maintenance (CMOM) plan that the City is engaging in as a response to EPA inspections. While initially planned for deployment to the Streets, Water and Sewer divisions of the Community Services department, the goal is to enable a variety of departments from Parks to Community Development to Traffic the ability to track service requests and work orders on the platform.  In addition, Cityworks can serve as the foundation for enhanced citizen engagement, eventually acting as the repository for citizen service requests taken by phone, online or from mobile devices.

The Cityworks software is a sole source procurement and the documentation for that is attached.

This agenda item corresponds with the agreement with New Edge Systems to provide implementation services for the Cityworks Asset Management and Work Order Software Platform. 

The Water and Sewer Operating Budget will be used to make the purchase for an estimated expenditure of $40,000 for the first year.  The future yearly costs for the software will increase to $50,000 for the second year, and $60,000 for the third and fourth years. This agreement can be canceled at any time by either party.

In addition to the software, the City will engage in a professional services contract for software implementation services from New Edge, which is a separate agenda item for City Council consideration.

Staff recommends that the City Council authorize the City Manager to execute a software license and maintenance agreement with Azteca Systems for the Cityworks Asset Management and Work Order Software Platform for an Amount of $40,000 with the option for three one-year renewals.

I make a motion to authorize the City Manager to execute a software license and maintenance agreement with Azteca Systems for the Cityworks Asset Management and Work Order Software Platform for an Amount of $40,000 with the option for three one-year renewals.