City of Sacramento
City Council - 2PM Report
915 I Street Sacramento, CA 95814
www.cityofsacramento.org
File ID: 2022-02064 12/13/2022 Consent Item 23.
Supplemental Agreement: Software and Service Support with Azteca Systems, LLC.
File ID: 2022-02064
Location: Citywide
Recommendation: Pass a Motion authorizing the City Manager or the City Manager’s designee to execute Supplemental Agreement No. 2 to City Agreement C2019-1493 with Azteca Systems, LLC. for an amount not-to-exceed $44,812.50, bringing the agreement’s total not-to-exceed amount to $421,592.50.
Contact: Warren Haven, Project Manager, (916) 808-4079, [email protected]; Stacy Larkin, Program Analyst, (916) 808-6356, [email protected]; Pravani Vandeyar, Interim Director, (916) 808-3765, [email protected] Department of Utilities Presenter: None
Attachments:
1-Description/Analysis
2-Supplemental Agreement
Additional 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. 2 to allow for an upgrade from the current Work Order APO - Basic to Work Order API - Extended and to add Storeroom API to the current licensing to assist in the ongoing support of Cityworks® CMMS. This will be used in support of the DOU Inventory program.
Policy Considerations: This supplemental agreement exceeds the City Managers approval authority and requires approval by City Council.
File ID: 2022-02064 12/13/2022 Consent Item 23.
Economic Impacts: None.
Environmental Considerations:
California Environmental Quality Act (CEQA): 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. This supplemental agreement will enable the contractor to perform the desired upgrades to the system.
Financial Considerations: Supplemental Agreement No. 2 will increase the contract amount by $44,812.50, for a revised total not-to-exceed amount of $421,592.50. There is sufficient funding in the Fiscal Year 2022/23 DOU Operating Budget for services through June 30, 2023. Funding for this agreement in future fiscal years will be subject to availability of sufficient funds in the adopted budget for the applicable fiscal year.
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.
(Rev. 9-17-12)
CONTRACT SUPPLEMENT
Bid Title and Number: Cityworks License and Maintenance Agreement Date: November 14, 2022 Bid Number: Contract Supplement No.: 2
The City of Sacramento (“City”) and Azteca Systems, LLC (“Contractor”), as parties to that certain contract awarded for the above Bid and designated as City Contract Number C2019-1493, including any prior contract supplements modifying the contract (the contract and contract supplements are hereafter collectively referred to as the “Contract”), hereby supplement and modify the Contract as follows:
1. To allow for an upgrade from current Work Order API – Basic to Work Order API – Extended and add Storeroom API to current licensing. The Schedule of Payments and Fees under License Maintenance Agreement is amended as listed below pursuant to Quote Number Q-31814-2 attached and incorporated herein.
Support Period Date From/To (mm/dd/yyyy) Work Order/Storeroom API Previous Amount New Amount Period 4 10/01/2022 – 09/30/2023 11/21/2022 – 09/30/2023 $96,000.00 $116,912.50 Period 5 10/01/2023 – 09/30/2024 10/01/2023 – 09/30/2023 $96,000.00 $119,900.00
2. In consideration of the additional and/or revised time of performance described in section 1, above, the maximum not -to- exceed amount that is specified in Addendum 1 of the Contract for payment of Contractor’s fees and expenses, is increased by _$44,812.50_, and the Agreement’s maximum not-to-exceed amount is amended as follows:
Agreement’s original not-to-exceed amount: _$227,834.00_ Net change by previous supplemental agreements: $148,946.00_ Not-to-exceed amount prior to this supplemental agreement: $376,780.00_ Increase by this supplemental agreements: _ $44,812.50_ New not-to-exceed amount including all supplemental agreements: _$421,592.50_
3. Contractor agrees that the compensation specified herein shall constitute full compensation for the Contract amendment specified in section 1, above, and shall fully compensate Contractor for any and all direct and indirect costs that may be incurred by Contractor in connection with such amendment, including costs associated with any changes and/or delays in work schedules or in the performance of other services or work by Contractor.
4. Contractor warrants and represents that the person or persons executing this contract supplement on behalf of Contractor has or have been duly authorized by Contractor to sign this contract supplement and bind Contractor to the terms hereof.
5. Except as specifically revised herein, all terms and conditions of the Contract shall remain in full force and effect, and Contractor shall perform all of the services, duties, obligations and conditions required under the Contract, as supplemented and modified by this contract supplement.
Approval Recommended By: Approved As To Form By:
______________________________________________ ____________________________________________ Project Manager City Attorney
Approved By:
______________________________________________
Contractor
Approved By: Attested To By:
______________________________________________ ____________________________________________ City of Sacramento City Clerk
Quote Number Q-31814-2
Created Date 11/8/2022
Expiration Date 12/20/2022
Contact Information
Contact Name: Warren Haven Prepared By
Name:
Jarrod Gerbaud
Customer: Sacramento (CA), City of Prepared By
Phone:
(801) 523-2751
Contact Address: 1231 I St
Suite 400
Sacramento, CA
95814
Quote Lines
Product Name Quantity/
Population
Net Unit Price
Work Order API - Extended 1.00 USD 11,725.00
Storeroom API 1.00 USD 9,187.50
TOTAL: USD 20,912.50
Notes
Year 1 Dollar Value USD 20,912.50 Year 1 Date Range 11/21/2022 - 09/30/2023* Year 2 Dollar Value USD 119,900.00 Year 2 Date Range 10/01/2023 - 09/30/2024 Notes:
Quote upgrades current Work Order API - Basic licensing to Work Order API - Extended.
Quote adds Storeroom API to current licensing.
Updated License:
Server AMS Standard Cityworks Departmental Enterprise License Agreement (ELA), Includes Unlimited Quantities of the Identified Products for Utilities Department (Sewer and Water) only:
Office
Respond
Mobile Native Apps (for iOS/Android)
--Includes the following Add-ons:
Storeroom
Equipment Checkout
Contracts
Cityworks for Excel
Cityworks Analytics for AMS
eURL (Enterprise URL)
Workload
Web Hooks
CCTV Interface for PACP
Service Request API
Work Order API - Extended
Storeroom API
Local Government Templates (LGT)
Use of Cityworks AMS Application Programming Interfaces (APIs) with commercially available Cityworks-centric applications that are licensed and maintained by authorized Cityworks partners
Annual fee herein is based on 450,001 - 500,000 population range
*Fee for Year 1 reflects products added at $23,900.00/year and is pro-rated for a period of 11/21/2022 - 09/30/2023. Current Renewal Amount of $96,000.00 for period 10/01/2022 - 09/30/2023 has previously been paid.
Terms and Conditions
Payment Terms
Payment due within 30 days
IF YOUR ORGANIZATION REQUIRES A PURCHASE ORDER, PLEASE CONTACT YOUR FINANCE DEPARTMENT TO BEGIN THE APPROVAL PROCESS TO AVOID PAYMENT DELAYS.
All quotations are valid for ninety-days (90) from the date above, unless otherwise stated in this quotation form. All prices quoted are in USD, unless specifically provided otherwise, above. These prices and terms are valid only for items purchased for use and delivery for the Customers listed above.
Unless otherwise referenced, this quotation is for the Cityworks software products referenced above only. Pricing for implementation services (installation, configuration, training, etc.), or other software applications is provided separately and upon request.
The procurement, installation and administration of the Esri software or any other third-party software utilized in conjunction with Cityworks will be the responsibility of the Customer.
For “on-prem” installations, the procurement, installation and administration of the RDBMS utilized in conjunction with Cityworks will be the responsibility of the Customer. Currently, Cityworks supports Oracle and SQL Server. The procurement, installation and administration of the infrastructure
(hardware and networking) utilized in conjunction with Cityworks will be the responsibility of the Customer.
This quotation and the pricing information herein is confidential and proprietary and may not be copied or released other than for the express purpose of the current system Software and Product selection and purchase. This information may not be given to outside parties or used for any other purpose without written consent from Azteca Systems, LLC or unless otherwise specifically permitted by law. If a “public access” or similar request is made, Customer, shall notify Azteca Systems, prior to any disclosure.
Software Licensing
All Azteca Systems software offered in this quotation are commercial off-the-shelf (COTS) software developed at private expense, and is subject to the terms and conditions of the signed “Cityworks Software License and Maintenance Agreement” ("Agreement") and any and all addendums or amendments thereto. A fully executed copy of the Agreement and any addendum(s) is required before delivery and installation and usage of the software is subject to the terms of the current license agreement.
The terms and conditions of the executed Cityworks Software License Agreement apply to this Quote unless otherwise specifically stated herein. Any additional or conflicting terms set forth in any purchase orders, invoices, or other standard form documents exchanged during the ordering process, other than product descriptions, quantities, pricing, and dates are void and of no effect.
Delivery method is by way of download through Azteca Systems, LLC. customer support web portal.
Taxes
Prices quoted do not include any applicable state, sales, local, or use taxes unless so stated. In preparing your budget and/or Purchase Order, please allow for any applicable taxes, including, sales, state, local or use taxes as necessary. Azteca Systems reserves the right to collect any applicable sales, use or other taxes tax assessed by or as required by law. Azteca Systems reserves the right to add any applicable tax to the invoice, unless proof with the order is shown that your organization or entity is tax exempt or if it pays any applicable tax directly.
International Customers
These items are controlled by the U.S. government and authorized for export only to the country of ultimate destination for use by the ultimate consignee or end-user(s) herein identified. They may not be resold, transferred, or otherwise disposed of, to any other country or to any person other than the authorized ultimate consignee or end-user(s), either in their original form or after being incorporated into other items, without first obtaining approval from the U.S. government or as otherwise authorized by U.S. law and regulations.