HomeMy WebLinkAbout11-24-20 City Commission Packet Materials - C3. Cityworks License and Maintenance Agreement Renewal Commission Memorandum
REPORT TO: Honorable Mayor and City Commission
FROM: Zac Collins, Asset Systems Program Manager Jon Henderson, Strategic Services Director
SUBJECT: Cityworks License and Maintenance Agreement Renewal
MEETING DATE: November 24, 2020 MEETING TYPE Consent
RECOMMENDATION: Approve Cityworks License and Maintenance Agreement Renewal
BACKGROUND: On August 3, 2020 the City Commission approved a Cityworks License and Maintenance
Agreement Renewal for the City’s Work Order Management platform. Since 2008, Cityworks
has provided a system for recording all time, materials, and equipment associated with 11 Divisions and a total of 117 users throughout the organization. On June 15, 2020 the City Commission approved an Agreement with the Avolve Software Corporation to expand the City’s electronic development review system to streamline the overall process across multiple Divisions
involved in the current workflow.
The City’s existing license and maintenance agreement with Cityworks is being updated to reflect the addition of software needed to implement Avolve within the Engineering Division. This software will allow integration between Cityworks’ Permits, Land, and Licensing (PLL)
and Avolve to provide a seamless interface between the customer point of contact and internal
staff processes. This agreement has been reviewed by the Legal Department and found to be acceptable in meeting the City’s specifications and standards.
UNRESOLVED ISSUES: None.
FISCAL EFFECTS: Costs associated with adding the PLL Application Programing Interface (API) will result in a recurring cost of $19,000 per year for a three year term expiring July 14, 2023. Funding is currently allocated within the FY21 approved budget for the GIS Division of the Strategic
Services Department to support year one.
ALTERNATIVES: As suggested by the City Commission.
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Report Compiled on: 11/13/2020
Attachments: Cityworks PLL API Quote and License Agreement Update
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Quote Number Q-11639-2
Created Date 11/5/2020
Expiration Date 2/5/2021
Contact Information
Contact Name:Zac Collins Prepared ByName:Brett Ruoti
Organization:Bozeman (MT), City of Prepared By
Phone:
(801) 523-2751
Contact Address:121 N Rouse AveBozeman, MT59715
Quote Lines
Product Name Quantity/
Population
Net Unit Price
Case API - Extended 1.00 USD 11,083.00
TOTAL:USD 11,083.00
Notes
Year 1 Dollar Value USD 11,083.00 Year 1 Date Range 12/15/2020 - 07/14/2021*
Year 2 Dollar Value USD 88,000.00 Year 2 Date Range 07/15/2021 - 07/14/2022
Year 3 Dollar Value USD 88,000.00 Year 3 Date Range 07/15/2022 - 07/14/2023
Quote Notes:
Quote amends License and Maintenance Agreement between Cityworks and City of Bozeman, Montana dtd 08/14/2020 to include PLL
Case API - Extended with current licensing.
Updated License:
Server AMS Premium Enterprise License Agreement (ELA), Includes Unlimited Quantities of the Identified Products:
Office
Respond
Mobile Native Apps (for iOS/Android)
--Includes the following Add-ons:
Storeroom
Equipment Checkout
Contracts
Cityworks for Excel
Cityworks Analytics for AMS
eURL (Enterprise URL)
Operational Insights
Workload
Web Hooks
CCTV Interface for PACP
Pavement Management
Performance Budgeting
Local Government Templates (LGT)
Use of Cityworks AMS Application Programming Interfaces (APIs) with commercially available Cityworks-centric applications that are
licensed and maintained by authorized Cityworks partners
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Use of Cityworks AMS Application Programming Interfaces (APIs) with third party system integrations
Workgroup Server PLL Standard 5 Named Logins for:
Office
Respond
Mobile Native Apps (for iOS/Android)
--Includes the following Add-ons:
Web Hooks
Case API - Extended
Use of Cityworks PLL Application Programming Interfaces (APIs) with commercially available Cityworks-centric applications that are
licensed and maintained by authorized Cityworks partners
Annual fee herein is based on 25,001 - 50,000
population range.
*Fee for Year 1 reflects products added at $19,000/year and is pro-rated 12/15/2020 - 7/14/2021. Current Renewal Amount of $69,000
for period of 7/15/2020 - 7/14/2021 has previously been invoiced.
Terms and Conditions
Payment TermsPayment due within 30 days
Authorized to Invoice 30 days prior to renewal.
All quotations are valid for ninety-days (90) from the date above, unless otherwise stated in this quotation form. All prices quoted arein USD, unless specifically provided otherwise, above. These prices and terms are valid only for items purchased for use and deliverywithin the United States.
Unless otherwise referenced, this quotation is for the Cityworks software products referenced above only. Pricing for implementationservices (installation, configuration, training, etc.), or other software applications is provided separately and upon request.
The procurement, installation and administration of the Esri software utilized in conjunction with Cityworks will be the responsibility ofthe customer.
The procurement, installation and administration of the RDBMS utilized in conjunction with Cityworks will be the responsibility of thecustomer. 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.
Delivery method is by way of download through Azteca Systems, LLC. customer support web portal.
TaxesPrices quoted do not include any applicable state, sales, local, or use taxes unless so stated. In preparing your budget and/or PurchaseOrder, please allow for any applicable taxes, including, sales, state, local or use taxes as necessary. Azteca Systems reserves theright 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 anyapplicable tax directly.
International Customers
Software Licensing
All Azteca Systems software offered in this quotation are commercial off-the-shelf (COTS) software developed at private expense, andis subject to the terms and conditions of the “Cityworks Software License Agreement” and any and all addendums or amendmentsthereto. A fully executed copy of the Software License Agreement and any addendum(s) is required before delivery and installation andusage of the software is subject to the terms of the current license agreement.
This quotation information is confidential and proprietary and may not be copied or released other than for the express purpose of thecurrent system selection and purchase. Except as provided by law, including Montana's public records statues,this information may not be given to outside parties or used for any other purpose withoutwritten consent from Azteca Systems, LLC.
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These items are controlled by the U.S. government and authorized for export only to the country of ultimate destination for use by theultimate consignee or end-user(s) herein identified. They may not be resold, transferred, or otherwise disposed of, to any other countryor to any person other than the authorized ultimate consignee or end-user(s), either in their original form or after being incorporated intoother 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 Conditionsset forth above.
Accepted by:
Title
______/_____/_____
Date
Azteca Systems, LLC - Cityworks | 11075 South State Street Suite 24, Sandy, UT 84070 | Corporate Main 801-523-2751 | Corporate Fax 801-523-3734
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