Title
A RESOLUTION AUTHORIZING THE CITY MANAGER TO ENTER INTO A SOFTWARE RENEWAL CONTRACT WITH BRIGHTLY SOFTWARE INC FOR SOFTWARE AND ASSOCIATED SERVICES PERTAINING TO ASSET AND WORKFLOW MANAGEMENT PROGRAM FOR CITY SERVICES AND OPERATIONS; AND DECLARING AN EMERGENCY.
Brief Description: The City’s Public Works Department utilizes an asset work order management software program to manage PW call center requests and work schedules on an annual basis. This software, called Asset Essentials, has been in place for three years and PW Administration wishes to renew the licensing for 2023 and the subsequent years 2024 and 2025 based on City Council budget appropriations. This is the first renewal exceeding $25,000 and therefore requires authorization from City Council.
Body
Legislative History
Res. No. 19-140 - A resolution authorizing the City Manager to enter into an agreement with the Dude Solutions, Inc. for professional services pertaining to asset and workflow management software for city services operations; and declaring an emergency. Passed 10-1-19
Purpose & Explanation
Asset Essentials work order and asset management software enables the Public Works Department to manage workflow through all department divisions. The system has been performing very well for the staff over the past years and as such PW administration wishes to renew the product licensing for 2023.
The previous licensing cost was $23,409.24. The renewal amount for year 2023 is $25,750.15. This expense is included within the 2022 budget and approved 2023 budget. The purchase will be renewed utilizing the Sourcewell Government Purchasing Program contract # 090320-SDI.
Legal Authority for Proposed Legislation
Pursuant to Charter Section 6.04, Contracts & Purchasing:
Competitively bid and advertised for two consecutive weeks; bid tab attached: [Yes/No/NA])
X Joint or Cooperative Purchase Program Sourcewell con.# 090320-SDI - Sourcewell Government Purchasing Program.
Professional Services
Other [provide explanation]
Fiscal Impact
X Currently Budgeted
Supplemental Appropriation Required (Account #, $)
Appropriation Not Required
Does this legislation require use of an emergency clause?
X Yes. To hold pricing and meet renewal deadline of January 31, 2023
No
Recommendation
Suggested Action
Staff recommends City Council authorize the City Manager to enter into a contract for the Brightly software Asset Essentials renewal for 2023 in the amount of $25,750.15 and declaring an emergency.
Submitted by,
Thomas J. Sheridan, City Manager
Frank J. Comeriato, Jr. Asst. City Manager-Operations
Paul Leedham, Chief Innovations Officer-IT Director