2011-27654 Reso RESOLUTION NO. 2011 -27654
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE
CITY OF MIAMI BEACH, FLORIDA, AUTHORIZING THE SOLE
SOURCE PURCHASE, PURSUANT TO SECTION 2 -367 (D) OF THE
CITY CODE FOR ANNUAL MAINTENANCE OF CITYWORKS
SOFTWARE FROM AZTECA SYSTEMS, INC., IN THE ESTIMATED
ANNUAL AMOUNT OF $43,295, WHICH DESIGNS, CREATES, AND
OWNS CITYWORKS SOFTWARE, INCLUDING COPYRIGHT AND
TRADEMARK OWNERSHIP
WHEREAS, Cityworks software from Azteca Systems, Inc. is operational and
has been in use by the Public Works Utilities Divisions for water, stormwater, sewer,
streets, sanitation and GIS since May 2006, and has been in use in Engineering since
June 2010; and
WHERAS, Cityworks was implemented for the Convention Center, and is
currently being implemented for the Property Management Division of Public Works; and
WHEREAS, the City's WebQA portal allows citizens to file a service request
directly into Cityworks without any manual data entry; and
WHEREAS, the City has used, and is using, other Asset Management Systems
and is currently in the process of replacing these systems with Cityworks, which will
result in an annual savings of $80,000; and
WHEREAS, Azteca Systems, Inc. designs, creates and owns the Cityworks
software, including the copyright and trademark ownership, and is the sole source
provider and licensor of the software, and the sole source provider for software
maintenance services within the United States; and
WHEREAS, as provided pursuant to Section 2 -367 (d) of the Miami Beach City
Code, the Administration has determined Azteca Systems, Inc. meets the requirements
for sole a source provider of maintenance of its Cityworks software.
NOW, THEREFORE BE IT DULY RESOLVED BY THE MAYOR AND CITY
COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, that the Mayor and the
City Commission hereby authorize pursuant to Section 2 -367 (d) of the Miami Beach
City Code, the sole source purchase for annual maintenance of Cityworks software from
Azteca Systems, Inc., in the estimated annual amount of $43,295.
. c•• w ommakv aiii , PASSED and ADOPTED this f/M day of u , 2011
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* INCORP ORATED. � ' � ' 1 Matti Herrera Bower
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S e (AL L ). ' 9 • � • � `` - • APPROVED AS TO
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FORM & LANGUAGE
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T:IAGENDAl201115- 11- 111Azteca Sole Source Reso.doc
— inr• ttorne r Date
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11075 Sta :.e 31..reet (301) 523-2751
24 FAX. (WI) X33.•:'7;4
:3 y, Weivi).i3 'C1); 01
City of Miami Beach February 24, 2010
Gus Lopez, CPPO, Procurement Director
CITY HALL
PROCUREMENT DIVISION -- 3rd Floor
1700 Convention Center Drive, Miami Beach, FL 33139
Subject: Azteca Systems, Inc. Cityworks Sole Source
•
Dear Mr. Lopez:
As you have requested, this letter confirms that Azteca Systems, Inc. designs, creates and owns
the Cityworks software including the Copyright and Trademark ownership, and is the sole source
provider and licensor of the software, and the sole source provider for software maintenance
services with in the United States of America.
Should you have any further questions please contact me at (801) 523 -2751 or if you prefer email
at bhaslam@azteca.com.
Sincerely
Y J
1fQ S1i r �"
Brian L. Haslam
President / CEO
Cityworks Azteca Systems. Inc.
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COMMISSION ITEM SUMMARY
Condensed Title:
A Resolution of the Mayor And City Commission Approving Pursuant To Section 2 -367 (d) Of The Miami
Beach City Code, The Sole Source Annual Maintenance For Cityworks From Azteca Systems, Inc.
Key Intended Outcome Supported:
Improve processes through information technology
Issue:
I Shall the Commission Adopt the Resolution?
Item Summary /Recommendation:
Cityworks is operational and has been in use by the Public Works Utilities Divisions for Water, Storm
Water, Sewer, Streets, Sanitation and GIS since May 2006, and has been in use in Engineering since
June 2010. Cityworks has fulfilled Public Works Utilities Divisions' requirements for the past five (5) years.
Recently, Cityworks was implemented for the Convention Center, and is currently being implemented for
the Property Management Division of Public Works.
The City's WebQA portal allows citizens to file a service request directly into Cityworks without any manual
data entry. The City has used, and is using, other Asset Management Systems and is currently in the
process of replacing these systems with Cityworks, which will result in an annual savings of $80,000.
Azteca Systems, Inc. designs, creates and owns the Cityworks software, including the copyright and
trademark ownership, and is the sole source provider and licensor of the software, and the sole source
provider for software maintenance services within the United States.
The cost of the annual maintenance has been determined to be fair and reasonable. In January 2010, the
GIS Manager as a result of negotiations with the President and CEO of Cityworks /Azteca Systems, Inc.,
reduced the annual maintenance cost from $46,000 to $40,000.00 for the year 2010, and to $43,295
annually for 2011, 2012 and 2013.
If the sole source annual maintenance is not approved, the City will not receive necessary updates on the
software, will not receive any support in the use of the software, and will have to purchase a different
software package in the future.
The Administration recommends adopting the resolution
Advisory Board Recommendation:
N/A
Financial Information:
Source of Amount Account Approved
Funds: _ Contract Maintenance Acct No.
1 $43,295 550 -1750- 000325
OBPI Total $43,295
Financial Impact Summary:
Clerk's Office Lei s
City i
y g sl ve Tracking:
Gus Lopez, Procurement
Sign-Offs: t •
Department irector Assistant City Ma iv er City Manager
FHB DRB JMG � AEL
T:\AGENDA \2011 \5- 11- 11\Azteca Sole Source Su 'ry.doc
M AM BEACH AGENDA ITEM 75
DATE �'/ / —//
IVJAI\A,F,EAC:
City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139, www miamibeachfl.gov
COMMISSION MEMORANDUM
TO: Mayor Matti Herrera Bower and Members of the City Commission
FROM: Jorge M. Gonzalez, City Manager
DATE: May 11, 2011
SUBJECT: A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI
BEACH, FLORIDA, AUTHORIZING THE SOLE SOURCE ANNUAL MAINTENANCE OF
CITYWORKS SOFTWARE PURSUANT TO SECTION 2 -367 (d) OF THE MIAMI BEACH
CITY CODE, FROM AZTECA SYSTEMS, INC., WHICH DESIGNS, CREATES, AND
OWNS CITYWORKS SOFTWARE, INCLUDING COPYRIGHT AND TRADEMARK
OWNERSHIP, AND IS THE SOLE SOURCE PROVIDER OF THE SOFTWARE AND THE
SOFTWARE MAINTENANCE SERVICES WITHIN THE UNITED STATES, IN THE
ESTIMATED ANNUAL AMOUNT OF $43,295.
ADMINISTRATION RECOMMENDATION
Adopt the resolution.
AMOUNT AND FUNDING
$43,295 Funding is available from Contract Maintenance Account No.550- 1750 - 000325
KEY INTENDED OUTCOMES SUPPORTED
Improve process through information technology.
BACKGROUND
The implementation of Cityworks from Azteca Systems, Inc. was part of the original proposal for an
Infrastructure Management System (IMS) in the Public Works Division, which included a
Computerized Maintenance Management System (CMMS) integrated with a Geographic Information
System (GIS). A Request for Proposals (RFP) was issued in 2004. The contract for the development
of the CMMS portion of the project was awarded to Camper Dresser, McKee, Inc. (CDM) in 2005.
Cityworks from Azteca was selected to be the best software system based on this RFP. Cityworks
software was purchased for the City as part of the CMMS project.
Cityworks is operational and has been in use by the Public Works Utilities Divisions for Water, Storm
Water, Sewer, Streets, Sanitation and GIS since May 2006, and has been in use in Engineering
since June 2010. Cityworks has fulfilled Public Works Utilities Divisions' requirements for the past
five (5) years. Recently, Cityworks was implemented for the Convention Center, and is currently being
implemented for the Property Management Division of Public Works.
Cityworks Sole Source Maintenance
May 11, 2011
Page 2 of 2
The City's WebQA portal allows citizens to file a service request directly into Cityworks without any
manual data entry. The City has used, and is using, other Asset Management Systems and is
currently in the process of replacing these systems with Cityworks, which will result in an annual
savings of $80,000.
ANALYSIS
Azteca Systems, Inc. designs, creates and owns the Cityworks software, including the copyright and
trademark ownership, and is the sole source provider and licensor of the software, and the sole
source provider for software maintenance services within the United States. (See attached letter).
The Administration regularly compares the performance of Cityworks with other available systems
such as Maximo Asset Management System from IBM, and Datastream from Infor, and has
determined that Cityworks from Azteca delivers a better solution for a lower annual cost than these
other systems.
The cost of the annual maintenance has been determined to be fair and reasonable. In January
2010, the GIS Manager as a result of negotiations with the President and CEO of Cityworks /Azteca
Systems, Inc., reduced the annual maintenance cost from $46,000 to $40,000.00 for the year 2010,
and to $43,295 annually for 2011, 2012 and 2013.
Paying the annual maintenance fee will allow the City to continue to utilize Cityworks. The existing
site license allows use of the software for an unlimited amount of users. If the City were to purchase
other available software modules, these modules would need to be purchased from Azteca Systems,
Inc. for compatibility reasons.
If the sole source annual maintenance is not approved, the City will not receive necessary updates on
the software, will not receive any support in the use of the software, and will have to purchase a
different software package in the future. The cost of implementation and new software package, and
the conversion of the existing data, can be estimated to be over $500,000, and the annual
maintenance cost would be similar to the existing Cityworks maintenance cost.
CONCLUSION
The Administration recommends that the Mayor and City Commission adopt the attached resolution
approving pursuant to Section 2- 367(d) of the Miami Beach City Code, the sole source annual
maintenance of Cityworks Software from Azteca Systems, Inc., which designs, creates, and owns
Cityworks Software, including copyright and trademark ownership, and is the sole source provider of
the software and the software maintenance services in the United States, in the estimated annual
amount of $43,295.
T:IAGEN DA\ 2011 \5 -11 -11 \AztecaSoleSourceMemo.doc