City Council Meeting - FINAL

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Meeting Date: 03/21/2023  
Co-Submitter: Corryn Smith From: Tim Harrington, Utilities GIS Analyst

Consideration and Approval of License Agreement:   Enterprise License Agreement with Azteca Systems, LLC in the amount of $147,836.25, plus additional fees, for the Cityworks Software.
  1. Approve the Enterprise License Agreement with Azteca Systems, LLC in the amount of $147,836.25, plus additional fees, for the Cityworks Software; and   
  2. Authorize the City Manager to execute all necessary documents.
Executive Summary:
The 2025 Flagstaff Water Services Strategic Plan emphasizes the benefit of implementing data driven decisions to increase the efficiency of managing the City's water, wastewater, reclaimed water, and stormwater infrastructure. Water Services has been utilizing the Cityworks Software to digitally track work orders, inspections, service requests, and as an inventory management system for all Water Services assets.

This new Enterprise License Agreement (License) for the Cityworks Software with Azteca Systems, LLC, a Trimble company, will provide Water Services increased functionality for regulatory compliance, water production, and wastewater reclamation plants. The License will also provide a digital inventory tracking solution, additional seats for the Stormwater Flooding Request Call Center, and create efficiencies for cataloging Water Distributions and Wastewater Collections service request calls from the public.
Financial Impact:
For Fiscal Year 2023, the cost is $4,836.25. The purchase has been budgeted through:
Wastewater: 204-08-321-1201-0-4343 $1,000
Wastewater Collections: 203-08-313-1130-0-4343 $3836.25
For Fiscal Year 2024, the cost is $68,000. The purchase has been budgeted through:
Wastewater: 203-08-311-1110-0-4343 $2,000
Wastewater: 203-08-312-1120-0-4343 $1,000
Wastewater: 204-08-321-1201-0-4343 $1,000
Wastewater Collections: 203-08-313-1130-0-4343 $10,000 
Information Systems: 202-08-307-1090-0-4343 $21,000
SCADA Water: 202-08-307-1015-0-4343 $10,000
Water Distributions: 202-08-303-1050-0-4343 $10,000
Stormwater Maintenance: 206-08-331-1257-0-4343 $5,000
Regulatory Compliance: $4,000
Water Production: $4,000
For Fiscal Year 2025, the cost is $75,000. The purchase has been budget through:
The FY25 funds will be the same as FY24
Water Distributions: $1,000
Wastewater Collections: $1,000
Wastewater Reclamation (Rio): $1,000
Wastewater Reclamation (Wildcat Hill): $1,000
Water Production: $1,000
Stormwater: $1,000
Regulatory Compliance; $1,000
Policy Impact:
Connection to PBB Priorities/Objectives, Carbon Neutrality Plan & Regional Plan:
Priority Based Budget Key Community Priorities and Objectives
High Performing Governance: Enhance the organization's fiscal stability and increase efficiency and effectiveness.

Carbon Neutrality Plan
CR-1: Ensure all mitigation actions improve Flagstaff's ability to adapt to the future.

Regional Plan
Goal WR.2. Manage a coordinated system of water, wastewater, and reclaimed water utility service facilities and resources at the City level and identify funding to pay for new resources
Has There Been Previous Council Decision on This:
Options and Alternatives:
  1. Approve the Enterprise License Agreement with Azteca Systems, LLC in the amount of $147,836.25, plus additional fees, for the Cityworks Software for a three-year period; or
  2. Do not approve the long-term Enterprise License Agreement and continue to pay for the Cityworks Software al-a-carte. Staff does not recommend this option. This piecemeal approach will hinder the ability of Water Services staff to to digitally track asset inspections and maintenance records of the City's water infrastructure.
Since implementing the Cityworks Software in various sections in Water Services, staff can now easily send digital work orders, inspections, and service requests to the field crews for completion. Water Distributions, Wastewater Collections, and Stormwater Maintenance crews rely on the Cityworks Software to record and track work orders and inspections for various assets. Acting as a digital repository, the Cityworks Software allows crews to record the type of work performed, time spent, materials/equipment used, and more. Since using Cityworks Software to track and create a preventative maintenance cleaning schedule, sanitary sewer overflows have decreased within the City. Likewise, Water Services now has a better understanding on the time and expenses it takes to clean and maintain open and closed channel stormwater infrastructure. By entering the new long-term License with Azteca Systems, LLC, Water Services will continue to expand these efficiencies within various Sections.
Key Considerations:
Approving the License with Azteca Solutions, LLC, aligns with Water Service's 2025 Strategic Goals of:
  • Use Standards and Data to Drive Decision Making
  • Upgrade Stormwater System and Increase Maintenance
  • Accelerate Infrastructure Maintenance and Replacement
  • Improve Compliance with Environmental Standards and Protections
  • Enhance Communications and Customer Service
Azteca Contract with COF
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