Report to Mayor and City Council
Tuesday, July 17, 2018
Consent
SUBJECT:
Title
CONSIDER APPROVAL OF THE FIRST AMENDMENT TO A SOFTWARE AGREEMENT WITH IWORQ SYSTEMS, INC., WHICH EXTENDS THE TERM OF THE AGREEMENT TO FEBRUARY 1, 2019; ADDS AN ADDITIONAL SERVICE RELATING TO A PERMIT MANAGEMENT MODULE; AND ACCORDINGLY INCREASES THE TOTAL COMPENSATION TO $48,400.00 (CITY COUNCIL)
Body
I. SUMMARY
Since 2017, the City has utilized iWorQ Systems, Inc., (“iWorQ”) for a number of essential Public Work software applications, such as their Tree Management Module, Facilities Management Module, Fleet Management Module, and Public Works Package. Maintenance and support from iWorQ is required in order to ensure prompt resolution of problems as they occur, and this Agreement now needs to be extended in order to continue these services. iWorQ also provides an additional software application (not included in the initial term of the Agreement) that provides permit management functionality for the Public Works Department. This software application would allow the Public Works Department to manage permit applications from start to finish, thus, adding this service is desirable. The original contract sum is $21,000 and was approved by the City Manager. The cost of the term extension and the additional service is $20,900.00 and $6,500.00, respectively. If approved, the total contract sum would be $48,400.00. In order to both extend the term and include this additional service, City Council approval is therefore required.
The City Council is therefore asked to approve Amendment No. 1 to the original agreement with iWorQ which (1) approves an extension of the original Agreement in order that iWorQ may continue to provide the Public Works Department with access to their software application suite; (2) amends the Scope of Services in the original agreement to include the permit management software application; and (3) increases the total contact sum to $48,800.00.
II. RECOMMENDATION
Recommendation
TAKE the following actions:
1. APPROVE the attached Amendment No. 1 to the original agreement with iWorQ for Contractual Services, which extends the term of the original agreement to February 1, 2019; adds an additional service relating to a permit management module; and accordingly increases the total compensation to $48,400.00; and AUTHORIZE Mayor to execute Amendment No. 1 as attached hereto upon approval as to form by the City Attorney
Body
III. ALTERNATIVES
TAKE any other action the Council deems appropriate.
IV. BACKGROUND
Pursuant to an agreement entered into in January 2017, the City has utilized iWorQ for a number of essential Public Work software applications, such as their Tree management Module, Facility Management, Fleet Management, and Public Works Package (“Agreement”). Maintenance and support from iWorQ is required in order to ensure prompt resolution of problems as they occur. However, in order to continue this Service, the Agreement now needs to be extended. iWorQ also provides an additional software application (not included in the initial term of the Agreement) that provides permit management functionality. This software application would allow the Public Works Department to manage permit applications from start to finish, thus, adding this functionality is desirable.
The original contract was $21,000 and was approved by the City Manager. The cost of the extension and the additional service is $20,900.00 and $6,500.00, respectively. If approved, the total contract sum would be $48,400.00. In order to both extend the term and include the additional service, City Council approval is therefore required. The iWorQ’s software is proprietary and is available only through iWorQ; therefore, soliciting competitive bids for maintenance of this software is impractical.
The City Council is therefore asked to approve Amendment No. 1 to the original agreement with iWorQ, which (1) approves an extension of the original Agreement in order that iWorQ may continue to provide the Public Works Department with access to their software application suite; (2) amends the Scope of Services in the original agreement to include the permit management software application; and (3) increases the total contact sum to $48,800.00.
V. FISCAL IMPACT
Funds have been budged for these items in FY 2018/2019 in account number 101-50-520-101-6004.
VI. EXHIBITS
1. Amendment No.1 to Agreement for Contractual Services (Pg. 4 - 16)
2. iWorQ Systems Contract (Pg. 17 - 38)
3. Invoice No. 9909 (Pg. 39)
4. Quote from iWorQ dated 6/13/2018
(Pg. 40 to 43)
Prepared by: Robert Eggleston, Information Technology Manager