Staff recommends the City Council approve the upgrade to a 3-year Standard Enterprise Licensing Agreement with Azteca Systems - Cityworks at $17,000 in the first year, $68,000 for year 2, and $75,000 for year 3. 

The Public Works Department implemented Cityworks, a GIS-centric asset management, and work order system, in March of 2014 to consolidate and streamline the approach to infrastructure management.  Expanding the use of Cityworks is an output of the GIS Services Program and the Strategic Asset Management Plan projects currently in process by Public Works.  Additionally, in 2019, the Parks & Recreation Department invested in Cityworks to manage their assets and meet their work order management needs.  

The City of Billings is currently under contract with Azteca Systems for 33 Cityworks licenses at an annual cost of $42,600.  Another 13 user licenses are required to facilitate present asset management workflows. This need is forecasted to expand to 60 licenses in the next two years. 

To meet our current and future asset and work order management needs, Azteca Systems has offered the City of Billings an upgrade to a 3-year Standard Enterprise License Agreement (ELA) for Cityworks Software.  The ELA provides unlimited user licenses to all departments within the organization. This agreement also grants the City free access to additional software and features such as Storeroom, Equipment Checkout, Cityworks for Excel, Cityworks Analytics, Workload, and Enterprise URL. These tools will enable staff to manage the Cityworks platform more effectively and provide software integration that facilitates detailed visual reporting of critical asset lifecycle information. The cost of the ELA is equivalent to purchasing licenses for 60 users. 

Cityworks Software is a sole source product, designed, created, and owned exclusively by Azteca Systems.  Given this, Azteca Systems is the only source for the upgrade of our existing Cityworks Software to a Standard Enterprise License Agreement.  We are procuring the upgrade to an ELA under Montana Code Annotated 18-306(b), which provides for this Sole Source Procurement.
 

City Council may:
•    Approve the upgrade to a Standard Enterprise License Agreement for Azteca Systems - Cityworks, or,
•    Not Approve which will impact our ability to achieve the organizations GIS Asset Management Goals.
 

Our current annual licensing agreement cost for 33 Cityworks user licenses is $42,600.  We have recently renewed this agreement through June 2022.  Under our current agreement, Public Works paid $23,400 and the Parks & Recreation Department paid $19,200.

The Enterprise License Agreement (ELA) from Cityworks provides the City of Billings with a staged 3-year Standard Enterprise Licensing Agreement.  The upgrade to an ELA will cost the City an additional $17,000 for a total cost of $59,600 in the 1st year, a total cost of $68,000 in year two, and a total cost of $75,000 in year three.  The additional $17,000 cost from year one will be paid as follows: Public Works - $6,400, Parks & Rec - $1,530, and Information Technology $9,070.  We are projecting the need for at least 13 additional licenses prior to year 2 renewal and even more prior to the year 3 renewal.  Given the ELA provides for unlimited licenses, we anticipate the cost per license to be lower moving forward and therefore reduce overall operating costs for departments utilizing Cityworks and the additional programs offered through this agreement.