From
Marysol Alagenchev
Title
Renewal of Cityworks Software License Agreement with Azteca Systems, Inc. in the annual estimated amount of $40,000 (approximately $160,000 for five years) with the option to renew annually unless terminated by either party and authorize the City Manager to execute up to five annual renewal options for this agreement with aggregate price fluctuations of the lesser of up to $50,000 or 25% of the original contract value so long as sufficient funding is appropriated by the City Council to satisfy the City’s obligation during the renewal terms. Renewal options beyond the five specified can be authorized however will require additional City Council approval
Presenter
Gabriel Johnson, Public Works Director
Recommended Action
Approve
Analysis
In June, 2011, the City Council approved a contract with RJN Group, Inc. for a new work order system (CityWorks) for Public Works. While the award was for purchase of the software, the contract also details an annual software support cost of $40,000, not included as part of the original council communication and thus ratified by City Council on January 21, 2014.
The City's current agreement with Azteca Systems expires January 15, 2019 and needs additional City Council approval in order to allow the renewal of the contract. Azteca Systems, Inc. is a sole supplier of software support for this system as no other vendor is capable of providing these services.
This action today is requesting Council approve this renewal extending the contract to January 15, 2020 and authorize the City Manager to approve five additional renewals totaling $160,000.00 before requiring additional City Council approval.
Financial Consideration
Funding is available in FY 2018/2019 IT Administration Operating Fund (151010) Computer Software Maintenance (63165) and will be charged accordingly. Funding for future fiscal years maintenance will be paid from that year's approved budgets.