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The Board of Water Commissioners for the City of Detroit, Water and Sewerage Department authorizes the Director to approve DWSD Contract No. 6003375 with Azteca Systems Holdings, LLC, for CityWorks GIS-centric Maintenance Management System Software for a total contract not-to-exceed amount of $600,000 and a term of three (3) years. This also authorizes the Director to take such other action as may be necessary to accomplish the intent of this vote.
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Agenda of June 16, 2021
Item No. 21-0502
Contract No.: 6003375
Contractor: Azteca Systems Holding, LLC,
Address: 11075 S. State St., Suite 24, Sandy, UT 84070
Contract Amount: $600,000
Contract Term: 7/01/21 - 6/30/24 (3 years)
TO: The Honorable
Board of Water Commissioners
City of Detroit, Michigan
FROM: Gary Brown, Director
Detroit Water and Sewerage Department
RE: Proposed Contract 6003375 for CityWorks GIS-centric Maintenance Management System Software
New contract with Azteca Systems Holding, LLC, resulting from AECOM’s transfer of direct ownership of the license agreement
MOTION
Upon recommendation of Mamata Burgi, Procurement Manager, the Board of Water Commissioners for the City of Detroit, Water and Sewerage Department, authorizes the Director to approve DWSD Contract No. 6003375 with Azteca Systems Holdings, LLC, for CityWorks GIS-centric Maintenance Management System Software to DWSD for a total contract not-to-exceed amount of $600,000 and a term of three (3) years. This also authorizes the Director to take such other action as may be necessary to accomplish the intent of this vote.
BACKGROUND & JUSTIFICATION
In July 2017, DWSD awarded the CIPMO contract 6000777 (Project# CS-1812) to AECOM after completing the competitive qualification-based RFP process for a five-year period. All the programmatic components that comprise a capital delivery Program Management Office (PMO) were specified within the scope of work.
As of July 2020, all the software components that were initially set up under the CIPMO (CS-1812) project are operational, functioning to plan; and DWSD is executing contracts to rehabilitate infrastructure and effectively improve service levels to Detroit residents. Effective July 2021, which is year 4 of the CIPMO contract, DWSD needs to transition to take direct ownership of the license agreements for CityWorks, E-Builder, Innovyze and Primavera as specified in the contract. These software license costs would then be removed from the CS-1812 contract.
AECOM and DWSD have negotiated price points for these four software vendors that is beneficial to DWSD to retain and all parties are in agreement to transfer the active software agreement to DWSD with no additional fees. When the balance of the 5-year term expires for CS-1812, DWSD will either seek BOWC approvals for amendments or replacement contracts.
CityWorks is a proprietary software package designed and sold exclusively by Azteca. CityWorks Computerized Maintenance Management System (CMMS) has been configured and implemented to allow DWSD to track all work activities associated with maintaining an asset’s performance as it relates to the utility’s operational level of service.
The CityWorks Asset Management System (AMS) applies GIS functionality to our asset management and operations. The configured CityWorks CMMS provides a real-time environment to submit and track the status of all work activities being performed. This information is accessible to any DWSD staff with an account using ESRI’s ArcGIS Online (AGOL) provided by the City of Detroit or a CityWorks login. DWSD’s implementation of this system, provides sustainable services to our customers while maintaining assets in a cost-effective manner. CityWorks AMS helps managers evaluate, prioritize, schedule and track operations and maintenance work.
CityWorks AMS incorporates a wide set of tools, tabs, and links in a highly customizable environment and can configure service requests, work orders and inspection tasks to meet our needs as well as, easily track costs and other information associated with equipment, labor and materials.
The CityWorks software package was acquired as a single source contract under the CIPMO contract with Azteca, including all Suite versions, Viewers, updates, upgrades and Annual Maintenance. DWSD is taking over the current contract that AECOM has, which secured the software licenses directly from an authorized Original Software Manufacturer distributor. The software license agreement gives DWSD, the licensee, a non-exclusive, non-transferable right to use software.
The annual license charge is $200,000 for an unlimited number of users. Upon renewal, Azteca has a right to increase license fees up to the greater of CPI plus 2%. The annual subscription includes Maintenance Releases, Technical Support and Software Updates.
PROCUREMENT METHOD
The DWSD IT Department submitted requisition #486983, that was approved on 4/12/21, requesting a novation to commit to taking over the CIPMO contract with Azteca Systems Holding, LLC., for three (3) years for a not-to-exceed amount of $600,000. This contract is being requested as a single source, with an approved Exception to Competitive Solicitation, due to CityWorks being the proprietary software package designed and sold exclusively by Azteca vendor. The Exception to Competitive Solicitation Form was approved on April 12, 2021 by Director Gary Brown.
Azteca clearances expire 4/30/22. A master agreement for technology services contract will be signed.
SUMMARY
A. Contract No.: 6003375
B. Contractor: Azteca Systems Holding, LLC
C. Contract Amount: $600,000
D. Contract Term: 7/01/21 - 6/30/24
E. Funding Source: O&M Funds
F. GL String(s):
5720-20166-481601-617900-000204-10790-0000-000000 - 30% Water
5820-20177-491601-617900-000225-15805-0000-000000 - 70 % Sewer
G. Fiscal Year Breakdown: FY 21-22: $200,000
FY 22-23: $200,000
FY 23-24: $200,000
This proposed contract novation was presented to the DWSD Finance Sub Committee on June 2, 2021. Per DWSD procurement protocol, Mayoral review will also be obtained.