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Item 1.C.
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| City Council Regular | |
| Date: | 05/12/2025 |
| Title: | CityWorks - Enterprise License Agreement |
| Presented by: | |
| Department: | Information Technology |
| Presentation: | No |
| Legal Review: | Not Applicable |
| Project Number: | N/A |
RECOMMENDATION
Staff recommends the City Council approve a 1-year Enterprise Licensing Agreement with Azteca Systems for their CityWorks GIS-centric asset management software.
BACKGROUND (Consistency with Adopted Plans and Policies, if applicable)
The City of Billings has reached the end of its 3-Year Enterprise License Agreement (ELA) with Azteca Systems, LLC for CityWorks, the GIS-centric platform used to manage infrastructure assets, maintenance activities, and work orders across departments. Cityworks is a critical enterprise system used by Public Works and Parks & Recreation. Recent expansions include the successful implementation of CityWorks at the Wastewater Reclamation Facility, with deployment at the Water Treatment Plant planned later this summer. The City also plans to implement the Storeroom module to support inventory tracking.
The CityWorks Premium Enterprise License Agreement (ELA) renewal is for a 1-year period, providing unlimited user licenses and access to numerous add-on features like mobile apps, Excel integration, and API connectivity, enabling data integration across application platforms. Information Technology with support from departmental stakeholders are actively evaluating whether FME can replace or consolidate functionality currently bundled in the Premium ELA. As such, staff recommends a one-year renewal at this time to maintain service continuity while determining whether we can transition in the future to a Standard ELA which will be more cost-effective. FME is a product newly purchased by the city to allow us to manage and standardize the sharing/integration of data between software systems throughout the organization. FME’s roots come from the integration of spatial data and so we are optimistic that this product can allow us to return to a Standard ELA with CityWorks in the years to come.
This purchase qualifies as a sole-source procurement under Montana Code Annotated §18-4-306(b), as Azteca Systems, LLC, is the exclusive provider of CityWorks software. A sole-source letter is attached for reference.
The CityWorks Premium Enterprise License Agreement (ELA) renewal is for a 1-year period, providing unlimited user licenses and access to numerous add-on features like mobile apps, Excel integration, and API connectivity, enabling data integration across application platforms. Information Technology with support from departmental stakeholders are actively evaluating whether FME can replace or consolidate functionality currently bundled in the Premium ELA. As such, staff recommends a one-year renewal at this time to maintain service continuity while determining whether we can transition in the future to a Standard ELA which will be more cost-effective. FME is a product newly purchased by the city to allow us to manage and standardize the sharing/integration of data between software systems throughout the organization. FME’s roots come from the integration of spatial data and so we are optimistic that this product can allow us to return to a Standard ELA with CityWorks in the years to come.
This purchase qualifies as a sole-source procurement under Montana Code Annotated §18-4-306(b), as Azteca Systems, LLC, is the exclusive provider of CityWorks software. A sole-source letter is attached for reference.
ALTERNATIVES
City Council may:
- Approve the 1-Year Enterprise License Agreement for Azteca Systems - Cityworks, or,
- Not Approve
FISCAL EFFECTS
The CityWorks Enterprise License Agreement (ELA) 1-year renewal is priced at $115,500, a 5% increase over the prior year, and covers the term from June 21, 2025, through June 20, 2026. The renewal is included in the FY25 approved budget for the Information Technology Department and supports ongoing operations and expansion of CityWorks across multiple departments.