Fiscal Note
The 2016 capital budget includes $950,000 for an Asset Management System (MUNIS Project 17097), funded by an appropriation from the General Fund ($200,000) and Utility Reserves ($750,000). The proposed resolution authorizes $550,000 for implementation ($260,000), licensing ($140,000), and support/maintenance services ($150,000) associated with the project. Anticipated future expenditures include servers, additional licensing, and field devices.
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Authorizing the Mayor and City Clerk to execute contracts for acquisition, implementation services, training, software licensing and maintenance on a recurring basis for the useful life of the software, for the implementation and support of Cityworks Public Works Asset Management System, with Azteca Systems, LLC and Timmons Group, Inc.
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WHEREAS, Information Technology, working with the Purchasing Division, Engineering, Traffic Engineering, Parking Utility, and the Water Utility has advertised, received, and reviewed proposals for RFP-8524-0-2016/JA for a computerized maintenance management system (CMMS) for Public Works Infrastructure Asset Management. This includes the purchase of software, implementation services, training, and support for the system and the process was conducted in accordance with Section 4.26 of the Madison General Ordinances; and
WHEREAS, through this RFP, staff have selected the Cityworks Public Works Asset Management System which includes software product licensed by Azteca Systems, LLC, and implementation and training services to be provided by Timmons, Inc.; and
WHEREAS, MGO 4.26 requires Common Council approval for both of these contracts based upon the price and duration. The Timmons contract for implementation services will be for 2 years at a total price not to exceed $400,000 and the Azteca contract for support and maintenance services for the CityWorks software will likely exceed three (3) years;
NOW, THEREFORE, be it resolved that the Mayor and City Clerk are authorized to execute contracts with Timmons Group, Inc. for implementation and related services and with Azteca Systems, LLC for software licensing with a combined amount not to exceed $400,000.00; and
BE IT FURTHER resolved that the Mayor and City Clerk are authorized to execute contract(s) as needed on a recurring basis with Azteca Systems, LLC for ongoing licensing, support and maintenance services for the duration of the City’s use of this software, at an annual cost of $150,000.00 for the first year and a price to be negotiated in the future, subject to availability in the budget.