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, work schedules and inventory on an annual basis. This software is called Asset Essentials.
Body
Legislative History
Resolution 19-140 A resolution authorizing the City Manager to enter into an agreement with Dude Solutions Inc. for professional services pertaining to asset and workflow management software for city services operations: and declaring an emergency.
Resolution 23-006 A resolution authorizing the City Manager to enter into a software renewal contract with Brightly Software Inc for software and associated services pertaining to the asset and workflow management program for city services and operations: and declaring an emergency.
Purpose & Explanation
Asset Essentials has been in place for five years and PW Administration wishes to renew the licensing for 2025 and the subsequent years 2026 and 2027 based on City Council budget appropriations. Resolution 23-006 granted authorization to renew the term of the agreement for three years (2023, 2024 and 2025). During the renewal process of the final year of the agreement, Hudson’s IT Director collaborated with staff at Brightly Software to negotiate new terms for a licensing and support agreement. The revised terms reduce the annual expense from $28,325.19 to $22,660.16 for each year of a three-year period, resulting in an annual savings of $5,665.03.
The Asset Essentials work order and asset management software enables the Public Works Department to manage workflow across all department divisions. The system has been performing very well for the staff over the past years, and as such, the Public Works administration wishes to renew the product licensing for 2025.
Legal Authority for Proposed Legislation
Pursuant to Charter Section 6.04:
Competitively bid and advertised for three consecutive weeks; bid tab attached:
X Joint or Cooperative Purchase Program
Professional Services
Other [provide explanation]
Fiscal Impact
X Currently Budgeted
Supplemental Appropriation Required
Appropriation Not Required.
Does this legislation require use of an emergency clause?
X Yes To hold revised pricing
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 2025 in the amount of $22,660.16 and declaring an emergency.
Submitted by,
Thomas J. Sheridan, City Manager
Kevin Powell Public Works Director
Paul Leedham, Chief Innovations Officer-IT Director