CITY COUNCIL STAFF REPORT
Meeting: November 19, 2024
Subject
First Amendment to contract with Azteca Systems, LLC., for Cityworks, Cupertino’s Asset Management System subscription service, for a total not‐to‐ exceed amount of $362,584.37 and extending the contract date to December 30, 2028.
Recommended Action
Authorize the City Manager to execute a First Amendment of the contract with Azteca Systems, LLC., for Cityworks, Cupertino’s Asset Management System subscription service, for a total not‐to‐exceed amount of $362,584.37 and extending the contract date to December 30, 2028.
Reasons for Recommendation
Cityworks Asset Management Systems (“Cityworks”) is a scalable GIS‐Centric asset management platform the Department of Public Works uses throughout its asset management workflow: from data collection and work management which includes work order, service requests, inspections, preventative maintenance, inventory management, labor, and material management, to regulatory reporting, analytics, and strategic planning. Cityworks is the leading GIS‐centric solution for public asset management, fully leveraging the power of Esri® ArcGIS® to help communities work smarter and better serve their residents.
Background
Staff began implementation of the Cityworks application with Azteca Systems, LLC in 2009, moving each Operations asset group from a paper management system to a digital GIS‐Centric Management System. Since then, the City has invested staff resources and time in implementing
each asset group of the Public
Works operations divisions as well as optimizing workflows and GIS data structure to fully capture all aspects of asset management both in the office and in the field.
2 The current contract was awarded by the City Council on March 7, 2023, for a total of $217,502.63, with the term ending December 30, 2025. The proposed First Amendment will provide a discount to the 2025 contracted year, and add three additional years at a discount, increasing the amount to $362,584.37, extending the term through December 30, 2028.
The long‐term success and value of Cityworks, staff’s knowledge of competing asset management solutions, and the significant resources that have been expended in integrating Cityworks with other applications, makes a strong case for continuing with the Cityworks application and foregoing a solicitation for a different asset management application. In addition, since Azteca Systems LLC is a sole source provider of Cityworks, contracting directly with the application provider rather than through authorized resellers results in further cost‐savings for the City. Replacing the existing Cityworks applications with either in‐house developed solutions or other vendor‐competing products would greatly increase the City’s cost due to additional implementation, training, and integration fees.
Sustainability Impact
Cityworks software has reduced the volume of paper used for work management, conserving natural resources, and reducing greenhouse gases generated during the production and disposal of paper. When possible, staff leverage the improved software to assign and respond to work requests. Implementation of paperless office strategies like this one is prioritized in Cupertino’s Climate Action Plan (M‐ SW‐1).
City Work Program (CWP) Item: No
CWP Item Description: NA
Council Goal: NA
Fiscal Impact
Funding for the reduced subscription is available in the FY24‐25 Budget.
California Environmental Quality Act
Not applicable.
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Prepared by: Teri Gerhardt, CGCIO, Chief Technology Officer Reviewed by: Greg Card, CPPO, Purchasing Manager
Chistopher Jensen, City Attorney
Approved for Submission by: Tina Kapoor, Acting City Manager 3 Attachments:
A – Draft First Amendment
B – Base Agreement
C – Sole Source Letter