Agenda Item Name:
title
Renewal Contract with Azteca Systems LLC, in the amount of $62,798.00, for the annual renewal of Cityworks Enterprise License Agreement for the period of April 1, 2023 to March 31, 2024, for Information & Telecom Services
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Presenter:
Kevin Smith, 374.5242/Darryl R. Kight, 374.5202
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Description:
Azteca Systems LLC Renewal Contract
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Recommended Action:
recommended action
Approve the issuance of a Contract to Azteca Systems LLC, in the amount of $62,798.00, for the renewal of Cityworks Enterprise License Agreement, for Information & Telecom Service and authorize the Chair to sign.
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Prior Board Motions:
recommended action
February 14, 2023, Board approved the issuance of a purchase order to Azteca Systems, LLC, in the amount of $62,798.00, for the renewal of Cityworks Enterprise License Agreement. Item 23-0419.
September 30, 2020, Board approved the agreement to amend contract #10259. Item 0123.
CityWorks was originally approved 04/01/17 for a three-year agreement.
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Fiscal Consideration:
fiscal consideration
Sufficient budget exists for the City Works renewal under 001.16.1600.519.54.80.
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Strategic Guide:
strategic guide
All other mandatory and discretionary servicesend
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Background:
In Fiscal Year 2017, the Public Works Department was in need of a more complete asset and work management software system to manage the County’s infrastructure. After reviewing several asset and work management software, it was determined that Cityworks would meet the department’s needs best. Since 2017 the system has been deployed to Facilities also.
On April 17, 2017, a License and Maintenance agreement was signed for the purchase and implementation of Cityworks Server Asset Management System (AMS). The proprietary AMS software is only available through a fully executed Software License and Maintenance Agreement with Azteca Systems, LLC. The schedule of payments and fees under the original License Maintenance Agreement for Period 1 (04/01/2017 - 03/31/2018) was $37,000, Period 2 (04/01/2018 - 03/31/2019) $45,000, and Period 3 (04/01/2019 - 03/31/2020) $50,000. The total for the three-year period (04/01/2017 - 03/31/2020) was $132,000. Azteca submitted an amendment to the agreement to extend maintenance for one additional year from 04/01/2020 to 03/31/2021 for $50,000. In fiscal year 2022 CityWorks was renewed using a PO in the amount of $50.000. The original Agreement and subsequent renewals were under $50,000.00, therefore under the authority for the County Manger to execute.
For fiscal year 2023, Azteca Systems, LLC submitted a quote for $62,798 which will cover the period from 04/01/23-03/31/24. On 2/14/23, the Board approved issuance of a purchase order to Azteca Systems, LLC for $62,798.00. The vendor subsequently required a signature on a renewal contract.
This purchase is exempt from the County's competitive bidding requirements pursuant to Section 22.3-302(22) of the Alachua County Procurement Code, Software packages for computers approved by the County's Information and Telecommunications Services Department. However, since the dollar amount of the purchase exceeds the purchasing authority of the Procurement Manager, this Purchase Order is being submitted for Board consideration and approval.
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