Consideration of and action on authorization of Amendment No. 1 to the Contract with Azteca Systems LLC, in the amount of $110,378.33 for Years Two through Four, for the Cityworks Online License and Maintenance Agreement, for a total Four-Year Contract amount of $452,233.33.

The Information Technology and Public Works Departments recommend that the City Council authorize the approval of Amendment No 1 to Cityworks Online License and Maintenance Agreement between Azteca Systems, Inc. and the City of Sugar Land which increases the contract by $110,378.33 for a total four year contract of $452,233.33.

The City of Sugar Land currently utilizes Cityworks, an Azteca Systems, Inc. product, as our Computerized Maintenance Management System (CMMS).  Cityworks software is currently in use at the Surface Water Treatment Plant, Public Works/Utilities, and Solid Waste. Additionally it is used by Parks and Recreation and Airport Departments. This software is a GIS-centric public asset management solution that handles service requests, work orders, preventative maintenance schedules and projects. The software allows the City to generate reports on City assets and their associated attributes such as type, condition, installation date, etc. The relationship between assets and work orders is tracked and maintained so that a history of completed work orders against a specific asset is viewable and easily retrieved.

In 2013, City Council approved an Enterprise License Agreement with Azteca Systems for Cityworks. Since, the software has been deployed as an on premise solution. This means that in order to reach the data needed to do service requests and work orders a user must be at city location or using a VPN solution. In FY24 we plan to move to Cityworks Online (CWOL) which provides a cloud-hosted that enables streamlined access from any device.

In FY23 we entered into a $341,855 multi-year agreement for the on premise solution, we have currently completed year one of that agreement; at this time we are requesting the ability to amend the FY23 agreement to move to the CWOL solution. Additional funding for the updated agreement is within the Public Works Department budget. The amended agreement will be for a total of four years, FY23 being year one and FY26 being year four. This is an increase of $110,378.33 over the original agreement and a new total contract amount of $452,233.33.

The Information Technology and Public Works Departments recommend that the City Council authorize the approval of Amendment No 1 to Cityworks Online License and Maintenance Agreement between Azteca Systems, Inc. and the City of Sugar Land which increases the contract by $110,378.33 for a total four year contract of $452,233.33.