The Public Works Distribution & Collection and Street/Traffic Divisions have utilized home-grown software systems to manage their infrastructure assets for the past 15+ years.  Although this system has served the City well, the software is very outdated and no longer meets the needs of the organization.  In addition, the software runs on the aging AS/400 system that the City is moving away from.  Over the last 10 years, the City of Billings and Public Works have invested in developing a Geographic Information System (GIS) and are well positioned to take the next step and implement a GIS-centric asset management and work order system that will allow staff to consolidate and streamline the approach to infrastructure management.  A request for proposals ( RFP) was advertised in March 2014 and the City received 11 responses from vendors throughout the country.  A selection committee made up of Scott Emerick (PW Distribution & Collection Superintendent), Bill Kemp (PW Street/Traffic Superintendent), Tom Tully (GIS Coordinator), Ron Frisbie (GIS Specialist), and David Watterson (Chief Information Officer) evaluated all eleven proposals and unanimously selected the proposed solution from Geographic Information Services, Inc. (GISi) and Azteca Systems.  Azteca Systems is the licensing company for "CityWorks" which is an industry leading application software for GIS asset management. 

GISi is one of nine (9) Platinum ESRI Partners in the United States and has been designated with partner specialties for ESRI’s ArcGIS for Local Government and ArcGIS Online.  GISi is an implementation partner for the CityWorks software from Azteca and both companies worked together to provide the City of Billings with a proposal that best meets the City's needs.  The committee was impressed with the CityWorks application software, the content and presentation of the submitted proposal, and GISi’s experience in working with local governments throughout the U.S.  The solution from GISi and CityWorks will greatly enhance the way staff manages valuable City assets and enable workers in the field to access asset information from an easy mobile map interface and empower them to update information in real-time.  The solution will also provide a much needed work order management system that will greatly enhance the tracking and management of City resources.

The City received and evaluated proposals from 11 different companies for the advertised RFP. 
The Council may:

• Approve the contract with GISi and Azteca Systems for the CityWorks software, implementation services, and annual maintenance that will replace an ancient system, leverage the continued investment in GIS, and significantly modernize the asset and work order management capabilities.
• Not approve the contract with GISi.  Public Works and Information Technology would have to reassess the options and identify the options for meeting the asset and work order management needs of Public Works and the City of Billings.

Public Works Distribution & Collection and the Street/Traffic Divisions will share in the cost of the project for the Asset and Work Order Management Software.

The proposed solution has a software licensing cost from Azteca for the CityWorks base software priced at $21,000 and an implementation cost from GiSi of $68,900.  The City would pay an annual recurring cost of $21,000 per year to Azteca for maintenance and support of the CityWorks application software.

Staff recommends that Council approve the contract with Azteca Systems and GISi for the proposed CityWorks software solution and implementation services designed to meet the asset and work order management needs of Public Works and the City of Billings.