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The Board of Water Commissioners for the City of Detroit, Water and Sewerage Department authorizes the Director to approve Amendment No. 1 for DWSD Contract No. 6003375 (CS-1963) with Azteca Systems Holdings, LLC, for CityWorks GIS-centric Maintenance Management System Software; by adding $1,250,000.00, for an amended total contract amount not-to-exceed $1,850,000.00 and extending the term 5 years for a new term ending 6/30/29. 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 July 17, 2024
Item No. 2024-128
Proposed Amendment No. 1
Contract No.: 6003375 (CS-1963)
Contractor: Azteca Systems Holdings, LLC
Address: 11075 S. State St., Suite 24, Sandy, UT 84070
Initial Contract Amount: $600,000.00
Proposed Amendment No. 1 Amount: $1,250,000.00
Proposed New Total Contract Amount: $1,850,000.00
Initial Contract Term: 7/1/21 - 6/30/24
Proposed Amendment No. 1 Extension: 7/1/24 - 6/30/29
Proposed New Contract Term: 7/1/21 - 6/30/29
TO: The Honorable
Board of Water Commissioners
City of Detroit, Michigan
FROM: Gary Brown, Director
Detroit Water and Sewerage Department
RE: Proposed Amendment No. 1 to Contract No. 6003375 (CS-1963)
To add funds and time to the contract for CityWorks GIS-centric Maintenance Management System Software
Azteca Systems Holdings, LLC
MOTION
Upon recommendation of Marqaicha Welch, Procurement Manager, the Board of Water Commissioners for the City of Detroit, Water and Sewerage Department, authorizes the Director to approve Amendment No. 1 for DWSD Contract No. 6003375 (CS-1963) with Azteca Systems Holdings, LLC, for CityWorks GIS-centric Maintenance Management System Software; by adding $1,250,000.00, for an amended total contract amount not-to-exceed $1,850,000.00 and extending the term 5 years for a new term ending 6/30/29. 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 transitioned to take direct ownership of the license agreements for CityWorks, E-Builder, Innovyze and Primavera as specified in the contract. These software license costs were removed from the CS-1812 contract.
AECOM and DWSD negotiated price points for these four software vendors that was beneficial to DWSD to retain, and all parties agreed 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 maintain an asset’s performance as it relates to maintaining 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 acquired the software licenses from AECOM, who 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.
Proposed Amendment # 1 is to increase contract funding for the annual licenses, maintenance releases, technical support and software updates. A contingency cost of 3-4% has been included for the support of DWSD’s current license platform usage to test the integration into e-Builder and DWSD’s permit software.
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. The contract was requested as a single source, 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. The Contract was also approved by the Mayor on June 16, 2021.
Proposed Amendment 1 was submitted through requisition #521183, which was approved by Budget on 5/30/24. This Amendment requests to extend time through 6/30/29 (5 years) and add $1,250,000.00 in funding. There will be no change in scope or terms and conditions.
Azteca clearances expire 5/10/25. A formal amended contract document has been sent to the vendor for signature.
SUMMARY
A. Contract No.: 6003375 (CS-1963)
B. Initial Contract Amount: $600,000.00
C. Proposed Amendment No. 1 Amount: $1,250,000.00
D. Proposed New Total Contract Amount: $1,850,000.00
E. Initial Contract Term: 7/1/21 - 6/30/24 (3 years)
F. Proposed Amendment No. 1 Extension: 7/1/24 - 6/30/29 (5 years)
G. Proposed New Contract Term: 7/1/21 - 6/30/29
H. Funding Source: O&M Funds
I. GL String(s):
5720-20168-483301-622302-000205-10790-0000-000000 - 38.2% Water
5820-20179-493301-622302-000226-15805-0000-000000 - 61.8 % Sewer
J. Projected Fiscal Year (FY) Contract Expenditures:
FY 24/25: $250,000.00
FY 24/25: $250,000.00
FY 24/25: $250,000.00
FY 24/25: $250,000.00
FY 24/25: $250,000.00
This proposed amendment was presented to the DWSD Finance Sub Committee on July 8, 2024. Per the DWSD Procurement Policy, this will also be sent for Mayoral review and approval.