The URL can be used to link to this page

Home My WebLink AboutItem 23 - Agreement Renewal with Azteca Systems, LLC for the Public Works Asset Management Software Renewal 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 Page 2 4 7 7 0 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 Quote Number Q-37891-2 Created Date 10/30/2024 Contact Information Contact Name: Jonathan Dhauw Prepared By Name: Jenn Miya Customer: Santa Ana (CA) - City of, Public Works Prepared By Phone: (801) 872-9528 Contact Address: 20 Civic Center Plaza Santa Ana, CA 92701 Prepared By Email: jennifer_miya@trimble.com Quote Lines Product Name Quantity Net Unit Price AMS ELA Custom 1.00 USD 85,303.30 Respond - AMS 1.00 USD 0.00 Mobile Native Apps (iOS/Android) - AMS 1.00 USD 0.00 Contracts 1.00 USD 0.00 Cityworks for Excel 1.00 USD 0.00 Cityworks Analytics - AMS 1.00 USD 0.00 eURL - AMS 1.00 USD 0.00 Workload - AMS 1.00 USD 0.00 Web Hooks - AMS 1.00 USD 0.00 Performance Budgeting 1.00 USD 0.00 Service Request API 1.00 USD 0.00 Work Order API - Basic 1.00 USD 0.00 TOTAL:USD 85,303.30 Notes Year 1 Dollar Value USD 85,303.30 Year 1 Date Range 1/31/2025 - 1/30/2026 Maintenance Start Date: 1/31/2025 Maintenance End Date: 1/30/2026 Quote Notes: Price has increased to reflect adjustment from the previous year. This change will take effect on your next annual renewal. Terms and Conditions EXHIBIT 1 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. Your signature indicates your acceptance of this Quote, and that you have read and accepted the Terms and Conditions set forth above. Accepted by: Title Alvaro Nunez City Manager ______/_____/_____ Date Azteca Systems, LLC - Cityworks | 11075 South State Street Suite 24, Sandy, UT 84070 | Corporate Main 801-523-2751 | Corporate Fax 801-523-3734 Nabil Saba Digitally signed by Nabil Saba Date: 2025.01.06 11:55:55 -08'00'