Exhibit 1 - Agenda Information Sheet
City of Denton
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AGENDA INFORMATION SHEET
DEPARTMENT: Procurement & Compliance
ACM: David Gaines
DATE: June 22, 2021
SUBJECT
Consider adoption of an ordinance of the City of Denton, a Texas home-rule municipal corporation,
authorizing the City Manager, or their designee, to execute a contract with Azteca Systems, LLC, for the
purchase of Cityworks licenses, an Enterprise Asset Management (EAM) solution that tracks repairs,
inspections, and services of City’s assets to be used by Technology Services, Parks and Recreation, Water
Utility, and Wastewater Utility departments; providing for the expenditure of funds therefor; and providing
an effective date (RFP 7545 – awarded to Azteca Systems, LLC, for one (1) year, with the option for four
(4) additional one (1) year extensions, in the total five (5) year not-to-exceed amount of $460,000.00). The
Public Utilities Board recommends approval (5 - 0).
INFORMATION/BACKGROUND
The City’s Water Utility departments rely on the current Enterprise Asset Management (EAM) system,
Azteca System’s Cityworks, on a daily basis to manage the water and wastewater systems. The EAM retains
organizational knowledge and efficiently tracks repairs, inspections, and services of the City of Denton’s
assets. Cityworks has been utilized by the City for many years so the organization was overdue for a
competitive bid process for this type of software.
As the City of Denton continues to grow, maintaining and improving infrastructure and its performance
will be critical in protecting the environment, improving the quality of life for our citizens, maintaining
opportunities for business development, and protecting the health and safety of all who live and work in the
community. Selecting the proper EAM solution will lead to lower life-cycle costs, improved levels of
service, and reduced risks by taking the guesswork out of asset management and providing the tools needed
to increase financial efficiency, transparency, and preparation for growth. This solution is expected to
deliver improved asset data integrity, augmented effectiveness in managing work orders and spare parts
inventory, reducing downtime and repair costs, and will allow staff to be more engaged and responsive to
the needs of residents.
Technology Services lead an evaluation team comprised of City staff members from Technology Services,
Parks and Recreation, Wastewater, Water Distribution, and the Purchasing Departments through a formal
solicitation to select a new Enterprise Asset Management software. Four (4) vendors were selected to
provide demonstrations of their products and participate in question and answer sessions: AssetWorks,
Azteca Systems, CentralSquare Technologies, and Nobel Systems. Following product demonstrations, the
Evaluation Committee conducted thorough reference checks that included gathering information about
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
project deliverables/satisfaction, compliance with deadlines, training options, technical support, data
conversion, integration, and overall product review.
Critical functionality included full integration with the City’s Geographic Information System (GIS), a user-
friendly customizable interface, and robust reporting capabilities. The licensing costs for the selected system
are shown in the table below.
Description Year 1 Year 2 Year 3 Year 4 Year 5 Total
Annual Cost 80,000 80,000 80,000 80,000 80,000 400,000
Contingency - - - - - 60,000
Total $ 80,000 $80,000 $80,000 $80,000 $80,000 $460,000
Requests for Proposals was sent to 254 prospective suppliers, including four (4) Denton firms, of this item.
In addition, specifications were placed on the Materials Management website for prospective suppliers to
download and advertised in the local newspaper. Six (6) proposals were received and evaluated based upon
published criteria including compliance with specifications, probable performance, delivery and project
schedule, and price. Based upon this evaluation, Azteca Systems, LLC was ranked the highest and
determined to be the best value for the City.
NIGP Code Used for Solicitation: 208 - Computer Software For
Microcomputers (Preprogrammed)
Notifications sent for Solicitation sent in IonWave: 254
Number of Suppliers that viewed Solicitation in IonWave: 48
HUB-Historically Underutilized Business Invitations sent out: 24
SBE-Small Business Enterprise Invitations sent out: 80
Responses from Solicitation: 6
PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS)
On June 14, 2021, the Public Utilities Board (PUB) recommended this item to the City Council for
consideration.
RECOMMENDATION
Award a contract with Azteca Systems, LLC, for the purchase of Cityworks licenses, an Enterprise Asset
Management (EAM) solution that tracks repairs, inspections, and services of City’s assets to be used by
Technology Services, Parks and Recreation, Water Utility, and Wastewater Utility departments, in a one
(1) year, with the option for four (4) additional one (1) year extensions, in the total five (5) year not-to-
exceed amount of $460,000.
PRINCIPAL PLACE OF BUSINESS
Azteca Systems, LLC
Sandy, UT
ESTIMATED SCHEDULE OF PROJECT
This is an initial one (1) year contract with options to extend the contract for four (4) additional one (1) year
periods, with all terms and conditions remaining the same.
FISCAL INFORMATION
These items/services will be funded from Water and Wastewater Operating Funds.
EXHIBITS
Exhibit 1: Agenda Information Sheet
Exhibit 2: Evaluation
Exhibit 3: LLC Members
Exhibit 4: Ordinance and Contract
Respectfully submitted:
Lori Hewell, 940-349-7100
Purchasing Manager
For information concerning this acquisition, contact: Leisha Meine, 940-349-7823.
Legal point of contact: Marcella Lunn at 940-349-8333.