Title:
Title
Supplemental Agreement: Software and Service Support with Azteca Systems, LLC.
End
FileID
File ID: 2020-01039
Location
Location: Citywide
End
Recommendation:
Recommendation
Pass a Motion authorizing the City Manager or the City Manager’s designee to execute a Supplemental Agreement No. 1 to City Agreement C2019-1493 with Azteca Systems, LLC. to upgrade to a Departmental Standard Asset Management System (AMS) Enterprise License Agreement (ELA) for an amount not-to-exceed $148,946, bringing the agreement’s total not-to-exceed amount to $376,780.
FileName
Contact: Warren Haven, Project Manager, (916) 808-4079; Stacy Larkin, Program Analyst, (916) 808-6356; Pravani Vandeyar, Division Manager, (916) 808-3765; William Busath, Director of Utilities, (916) 808-1434; Department of Utilities
Body
Presenter: None
Attachments:
1-Description/Analysis
2-Supplemental Agreement
Description/Analysis
Issue Detail: In 2004, the Department of Utilities (DOU) replaced its manual, paper based, work order procedure with the Azteca Cityworks® Computer Maintenance Management System (CMMS) (City Agreement No. 2015-0158). Cityworks® is a GIS-centric work order and asset management system that DOU utilizes to manage their infrastructure and streamline DOU’s inventory process.
City Staff is recommending the approval of Supplemental No. 1 to allow for an upgrade from current Departmental Custom AMS ELA to a Departmental Standard AMS ELA to assist in the ongoing support of Cityworks® CMMS.
Policy Considerations: This supplemental agreement exceeds the City Managers approval authority and requires approval by City Council.
Economic Impacts: None
Environmental Considerations: The Community Development Department, Environmental Services Manager has determined that the proposed activity is not a project pursuant to the California Environmental Quality Act (CEQA). CEQA Guidelines Section 15378(b). The activity is a continuing administrative or maintenance activity, such as the purchase of supplies, and is not subject to CEQA. CEQA Guidelines Section 15060(c)(3).
Sustainability: Cityworks® CMMS and GIS systems support the Sustainability Master Plan goals of conserving the use and protecting the sources of water and providing exceptional flood protection.
Commission/Committee Action: Not Applicable
Rationale for Recommendation: DOU has an ongoing need for the Cityworks® CMMS and GIS systems to ensure continuation of services to its customers and compliance with regulatory mandates. A significant amount of resources and staff training have been expended on the Cityworks® CMMS and DOU is pleased with the performance of the system and the maintenance Azteca has provided.
Staff recommends transition to the new license structure for an unlimited DOU (Water and Drainage/Sewer) user account and tools (mainly mobile) that will benefit data collection in the field. The additional tools and new features will help with planning routes, management of tasks, data collection/accuracy and efficiency, and also provide additional analytical capabilities. Several of the new tools will also allow for tighter integration between Cityworks CMMS and the GIS system, in transfer of data and data quality.
Financial Considerations: Supplemental Agreement No. 1 will increase the contract amount by $148,946, for a revised total not-to-exceed amount of $376,780. There is sufficient funding in the Fiscal Year 2020/21 DOU Operating Budget for services through September 30, 2021.
There are no General Funds allocated or planned for this project.
Local Business Enterprise (LBE): Azteca Systems, LLC, is not an LBE. The minimum LBE participation requirement was waived as the City suspended competitive bidding and utilized an alternate procurement method to select a vendor.