Public Works Agency
www.santa-ana.org/pw
Item # 23
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
January 21, 2025
TOPIC: Public Works Asset Management Software Renewal
AGENDA TITLE
Agreement Renewal with Azteca Systems, LLC for the Public Works Asset Management Software (Non General Fund)
RECOMMENDED ACTION
Authorize the City Manager to execute a renewal with Azteca Systems, LLC for asset management software for a total amount not to exceed $85,304, and extend the term to January 31, 2026, with no additional extensions (Agreement No. A-2025-XXX).
GOVERNMENT CODE §84308 APPLIES: Yes
DISCUSSION
The Public Works Agency is responsible for the construction and maintenance of city infrastructure and assets to fulfil its engineering, construction, traffic, facility, water, and maintenance obligations, and promote public safety.
On September 19, 2017, the City issued Request for Proposal (RFP) No. 17-101 to seek a consultant to provide enterprise asset management software selection and implementation services. The goal was to track the City’s various public works assets, including water, pavement, traffic control devices, street lights, sewer infrastructure, refuse collection, and wastewater systems. On January 16, 2018, City Council approved an agreement with Azteca Systems, LLC – Cityworks (Cityworks) to provide this service. The Cityworks platform offers digital solutions to tracking, maintaining the condition and maintenance of these key systems, and is integrated with Geographical Information Systems (GIS) to collect spatial data.
The original agreement authorized an initial three-year term beginning January 16, 2018 through January 15, 2021, in an amount not to exceed $75,000 per year with a provision for Consumer Price Index (CPI) adjustments, and the option to renew annually after the end of the initial term. The authorized renewals are exhausted and staff requests Council authorization of a one-year renewal of software licensing.
This one-year renewal reflects a CPI-based increase to a total of $85,304 for the renewal period. The Public Works Agency intends to review the agreement prior to the
Public Works Asset Management Software Renewal
January 21, 2025
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end of the requested term for opportunities to renegotiate contract terms and/or bid out through an RFP process, upon which staff will present to Council for approval.
ENVIRONMENTAL IMPACT
There is no environmental impact associated with this action.
FISCAL IMPACT
All funds are available for expenditure in Fiscal Year 2024-25 in the Public Works- Admin & Planning, Computer Software Subscriptions expenditure account. Any remaining balances not expended at the end of the fiscal year will be carried forward into Fiscal Year 2025-2026.
Fiscal
Year
Accounting
Unit – Account
No.
(Project No.)
Fund
Description
Accounting Unit,
Account Description Amount
CURRENT BUDGET
2024-25 10117601-66511
Public Works-
Admin &
Planning
Public Works-Admin
Services, Computer
Software Subscriptions
$85,304
Total: $85,304
EXHIBIT(S)
1. Agreement Renewal with Azteca Systems, LLC
Submitted By: Nabil Saba, P.E., Executive Director – Public Works Agency Approved By: Alvaro Nuñez, City Manager