R2021-285 2021-12-13RESOLUTION NO. R2021-285
A Resolution of the City Council of the City of Pearland, Texas, authorizing the
purchase of software maintenance service s (asset management), from
Cityworks, in the amount of $79,000.00.
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PEARLAND, TEXAS:
Section 1. That certain contract for the purchase of software maintenance services from
Cityworks, a copy of which is attached hereto as Exhibit “A” and made a part hereof for all
purposes, is hereby authorized and approved.
Section 2. That the City Manager or his designee is hereby authorized to execute and
the City Secretary to attest a contract for the purchase of software maintenance services.
PASSED, APPROVED and ADOPTED this the 13th day of December, A.D., 2021.
________________________________
J. KEVIN COLE
MAYOR
ATTEST:
________________________________
CRYSTAL ROAN, TRMC, CMC
CITY SECRETARY
APPROVED AS TO FORM:
________________________________
DARRIN M. COKER
CITY ATTORNEY
DocuSign Envelope ID: 5FAB980C-43C0-497B-A506-4174CF747E78
Quote Number Q-12549-1
Created Date 11/22/2021
Contact Information
Contact Name:Julie Blackmore Prepared By
Name:
Jenn Miya
Customer:Pearland (TX), City of Prepared By
Phone:
(801) 872-9528
Contact
Address:
3519 Liberty Dr
Pearland, TX
77581
Prepared By
Email:
jmiya@cityworks.com
Quote Lines
Product Name Quantity Net Unit Price
Server AMS Premium ELA 1.00 USD 79,000.00
AMS Respond ELA License 1.00 USD 0.00
AMS Native Mobile Apps ELA License 1.00 USD 0.00
Storeroom ELA License 1.00 USD 0.00
Equipment Checkout ELA License 1.00 USD 0.00
Contracts ELA License 1.00 USD 0.00
Cityworks for Excel ELA License 1.00 USD 0.00
Cityworks Analytics ELA License 1.00 USD 0.00
eURL ELA License 1.00 USD 0.00
Operational Insights 1.00 USD 0.00
Workload 1.00 USD 0.00
Web Hooks 1.00 USD 0.00
CCTV Interface for PACP ELA License 1.00 USD 0.00
Pavement Management 1.00 USD 0.00
Performance Budgeting 1.00 USD 0.00
Citizen Engagement API License 1.00 USD 0.00
Inspection API License 1.00 USD 0.00
Metrics API License 1.00 USD 0.00
Service Request API License 1.00 USD 0.00
Work Order API Basic License 1.00 USD 0.00
Work Order API Extended License 1.00 USD 0.00
Storeroom API 1.00 USD 0.00
TOTAL:USD 79,000.00
Maintenance Start Date: 3/8/2022 Maintenance End Date: 3/7/2023
Quote Notes:
Terms and Conditions
Payment Terms
Payment due within 30 days
All quotations are valid for ninety-days (90) from the date above, unless otherwise stated in this quotation form. All prices quoted are in
USD, unless specifically provided otherwise, above. These prices and terms are valid only for items purchased for use and delivery for
the Customers listed above.
Unless otherwise referenced, this quotation is for the Cityworks software products referenced above only. Pricing for implementation
services (installation, configuration, training, etc.), or other software applications is provided separately and upon request.
The procurement, installation and administration of the Esri software or any other third-party software utilized in conjunction with
Cityworks will be the responsibility of the Customer.
The procurement, installation and administration of the RDBMS utilized in conjunction with Cityworks will be the responsibility of the
Customer. 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.
This quotation and the pricing information herein is confidential and proprietary and may not be copied or released other than for the
express purpose of the current system Software and Product selection and purchase. This information may not be given to outside
parties or used for any other purpose without written consent from Azteca Systems, LLC or unless otherwise specifically permitted by
law. If a “public access” or similar request is made, Customer, shall notify Azteca Systems, prior to any disclosure.
Software Licensing
All Azteca Systems software offered in this quotation are commercial off-the-shelf (COTS) software developed at private expense, and
is subject to the terms and conditions of the signed “Cityworks Software License and Maintenance Agreement” ("Agreement") and any
and all addendums or amendments thereto. A fully executed copy of the Agreement and any addendum(s) is required before delivery
and installation and usage of the software is subject to the terms of the current license agreement.
The terms and conditions of the executed Cityworks Software License Agreement apply to this Quote unless otherwise specifically
stated herein. Any additional or conflicting terms set forth in any purchase orders, invoices, or other standard form documents
exchanged during the ordering process, other than product descriptions, quantities, pricing, and dates are void and of no effect.
Delivery method is by way of download through Azteca Systems, LLC. customer support web portal.
Taxes
Prices quoted do not include any applicable state, sales, local, or use taxes unless so stated. In preparing your budget and/or Purchase
Order, please allow for any applicable taxes, including, sales, state, local or use taxes as necessary. Azteca Systems reserves the
right 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 any
applicable tax directly.
International Customers
These items are controlled by the U.S. government and authorized for export only to the country of ultimate destination for use by the
ultimate consignee or end-user(s) herein identified. They may not be resold, transferred, or otherwise disposed of, to any other country
or to any person other than the authorized ultimate consignee or end-user(s), either in their original form or after being incorporated into
other 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 Conditions
set 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
Cityworks“
AZIKA SVSHMS,ll(
December 2,2021
City of Pearland
Attn:Daniel McGhinnis
Pearland City Hall
3519 Liberty Drive
Pearland,TX 77581
Via e»mai|:dmcghinnis@gearlandtx.gov
Re:Cityworks Sole Source Letter —City of Pear/and,Texas
Daniel McGhinnis:
This letter is to confirm that the Cityworks”Software is a sole source product,designed,
created,and owned exclusively by Azteca Systems,LLC.Azteca Systems is the sole creator and owner of
the Cityworks software including the Copyrights and Trademarks for Cityworks”and Empowering G|S@ in
the United States and elsewhere.Within the United States of America,Azteca Systems,LLCis the sole
source provider of the Cityworks license and maintenance services.The product may be purchased only
directly from Azteca Systems or through authorized parties.
Should you have any further questions please contact me at (801)523»2751 or if you prefer e-
mail at bhaslam@cityworl<s.com.
Sincerely,
I
/;5izh¢r2r}A
Brian L.Haslam
President —CEO,Azteca Systems,LLC
Anna SysIeIs.ll(|1107S Sun Slate street,020 |Sandy,UT 81070
Iel:801.S13.27S1|www.cltyworls.(oI|eI:|I:II1o@(llyvtoilx.(ol
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Asset Management Software Implementation
Is It In Budget? Is It On Schedule? Community Benefit
☒ Yes ☐ No ☒ Yes ☐ No Improve the management
of public assets
Project Phase?
Implementation Phase 1
Executive Summary
The City of Pearland began implementation of an Asset Management Software (AMS), Cityworks, in April
2021. The purpose of this project is to replace the current work order system with a software that allows for
inventorying and tracking of City assets. Cityworks AMS will enhance the City’s ability to progress towards a
data-driven organization with data visualization tools and dashboard capabilities. The project is in Part 2 of
Phase I: Workflow Assessment, where the implementing project team works to gather and collect data and
build workflows for service requests, work orders and inspections. Go-Live for Cityworks AMS is tentatively
scheduled for February 2022.
Highlights:
The intent of this memorandum is to provide an update on the Asset Management Software (AMS)
Implementation Project with the City of Pearland. The information gathering and assessment is the first phase
of the project and this update will highlight project progress and challenges.
Progress and Updates
• Our project management team conducted individual meetings with each implementing division from
June 24, 2021 to July 1, to discuss the Employee, Labor and Material (ELM) spreadsheets, service
request and work order templates, inspection forms, and overall operational process prior to
NewEdge kicking off their virtual Workflow Assessment meetings.
• On July 13, 2021, the project management team and staff from the Streets & Drainage and Right
of Way divisions met with the City of Baytown’s Asset Manager, IT staff and Public Works &
Engineering staff to discuss their Streets and Sidewalks program implementation with Cityworks.
Key items from this meeting were: re-evaluate HTE data integration, a discussion on the time
investment to develop a full Cityworks buildout can take nearly 5 years and implementing
an on-going support contract with New Edge post-implementation, as we have already
planned.
• NewEdge began Workflow Assessment meetings with implementing division starting July 14, 2021.
These meetings are on-going and as needed until the end of Phase 1 of implementation. The
meetings are designed for both New Edge and divisions to ask questions about their current domain
buildout and exchange information over processes to better build the workflows.
• HTE historical data will not be integrated into Cityworks. Due to the historical data not tying
directly to asset specific, the data would live in Cityworks as a search option only and could cause
disruptions or issues with software implementation. Project management team met with IT on July
22nd to discuss and demo their recommendation of placing the historical data on a SQL server
buildout, as has been done with other departments to preserve HTE data. The Database
Administrator pulled all HTE work orders and placed it on the server with a user-friendly web
interface for the project management team to test. This resource will be a great value to the
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Engineering and Public Works department as it is user-friendly and allows for a quick search on all
HTE historical records.
• The second internal monthly City of Pearland meeting was held on July 26th to discuss
implementation progress, changes and updates to the overall project. Divisions were introduced to
a similar display of the upcoming HTE SQL server that IT was building out. The project team
received positive feedback from divisions over the server and the user-friendly search engine.
• NewEdge hosted two (2) Cityworks demos for EPW Customer Service Representatives and
Administrative Assistants. The meetings allowed the team to get acquainted with the software prior
to training.
• GIS and project management team met to discuss the NewEdge Unique ID Tool. This tool allows
for every physical asset to have its own ID that will main unique to that asset throughout its lifecycle.
This will provide better recordkeeping with Pearland’s database management system (DBMS) and
provide a strong framework for asset management, with full transaction support and reporting tools.
• The project management team coordinated with IT to move forward with the planned acquisition of
forty (40) iPads that will be used for the field deployment of Cityworks. Purchase of the iPads prior
to training is necessary as staff will need to be trained on the device they will use in the field.
Post-Implementation
• With Go-Live we will have our Cityworks website along with the ability to generate and track service
requests, work orders, and inspections. Dashboard capabilities for service request and work orders
will be live and each division will have their own domains. As we continue to build the software
and the data, the long-term goal for the dashboard will be to help turn valuable data into
meaningful actions and data-driven decisions.
• The project management team anticipates three (3) to five (5) years for full software build out.
After Go-Live, the project management team plans to implement an internal build out program which
consist of getting each division fully built out to include unique divisional programs and projects for
operational and maintenance planning. Each divisional build out can take up to six (6) months,
therefore the project management team will evaluate each division and develop a schedule based on
operational priority. Examples of these unique programs and projects include but are not limited to:
IMS Pavement Management, Facilities Condition Assessment, Generator Assessment, Software
Integrations, TCEQ Inspection Reports, etc.
• NewEdge will continue to provide on-going support for two (2) months post Go-Live with Cityworks
as we develop and implement the on-going support contract for continued assistance through buildout
and on-call services beyond buildout for full use and benefits of software.
• Generating report and metrics will take up to one (1) year post Go-Live, as it will take time to build up
the data in Cityworks to provide metrics and trends.
Budget Info:
Expenditures To Date Future
Cityworks Software Year 1 $50,000
Cityworks Software Year 2 $79,000
Cityworks Software Year 3 $100,000
New Edge Implementation Services $47,645.60 $125,274.40
iPads for Crew Leaders $47,960
3
Schedule Info:
Project Phases Base Line Current
Phase I Kick-Off Meetings &
Workflow Assessment
June – August 2021 June – September 2021
Phase II Database Review September – December 2021 October – December 2021
Phase III Training & Go-Live January – February 2022 January – February 2022
NewEdge Post-Implementation Full Support February – April 2022 February – April 2022
Upcoming Work Items:
• NewEdge to conduct on-site meetings with each integrating division to finalize the workflow
assessment phase September 27th to 30th. NewEdge will present each division their Cityworks
domain, along with workflows created from Service Request to Work Orders.
• Phase II Database Review, there will be little to no involvement from the City. NewEdge to work more
independently.
Project Management Team: Priya Bhakta & David Melgoza
Asset Management Implementer: NewEdge Services
Asset Management Software: Cityworks
Scope: Replace the HTE work order system with an asset management software for inventorying and
tracking public assets throughout the City. The asset management software will include the generation of
service requests, work orders and inspections and will allow departments to strategically schedule proactive
maintenance, log repairs and replacements, create reports, provide visual metrics, and implement key
performance indicators to prioritize budgets and Capital Improvement Projects.
Justification: Asset Management is a critical element for the City to further progress towards a data-driven
organization capturing valuable information utilized by staff to make sound decision backed by relevant and
timely information. The asset management software is built with a geospatial design strategy that delivers
the integration required to visualize information with the City GIS application.
Previous Memos: 1.14.2021, 7.1.2021
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Project Photos:
Service Request Page for Streets and Drainage and Right of Way Divisions
Parks & Recreation’s Playground Inspection Form
Distribution & Collections Dashboard