During the Capital Budget planning stages, the Village received a quote of $66,000 for the annual software license renewal for Cityworks. Cityworks is the software mainly used in Public Works to manage all service requests, work orders, Julie locates, and stockroom inventory. Staff recently received an updated license agreement quote for $79,345.

Three factors influenced the recent increase in Cityworks' annual licensure costs: a change in Cityworks' approach to their software model, additional fees associated with opening up integration access through the software license, and software enhancements that previously were not needed by Public Works, but as our ability to engage in preventative maintenance activities have developed, have become essential. 
 
The direct reason for this increase relates to Cityworks changing its business model and how its work management software functions. Cityworks is moving away from a traditional web-based, desktop-friendly environment to an application-based approach that makes mobile use much more user-friendly. As Cityworks continues to roll out applications, they are entirely revising and improving the software experience for users by adding enhanced functionality for service requests, work orders, stockrooms, contracts, and project management. Without increasing the scope of the Department's licensing agreement, Public Works would no longer have access to some of this content.
 
The secondary reason for the cost increase is to enhance Cityworks' ability to communicate with other programs, such as the ERP. For example, increasing the Department's licensure agreement scope allows Cityworks to communicate with the ERPs water meter workflow and automatically create work orders that share the same sensitive data points, such as gallons used or meter serial numbers. This integration is an essential enhancement of the software. This change also offers improved efficiency for Staff, since it reduces redundant data entry and decreases the chance of errors. 
 
Finally, the expanded licensure agreement provides the Department with enhanced preventative maintenance workflows. For example, Fleet Technicians have already implemented a new preventive maintenance strategy that uses live data from the Village's fuel island to automatically generate preventative maintenance service checks based on vehicle mileage or equipment hours. This change significantly reduces Staff hours required to perform this process manually and will likely enhance the future productivity of the Fleet Unit. Further, Staff anticipates integrating Cityworks with future pavement management improvements, which could not happen under the previous license agreement. 
 
Therefore, Staff recommends the approval of the Change Order for $13,195 for the Cityworks Annual Licensure Fees. 

Funding for this Change Order is available in Account Nos. 101-7101-531.21-65 and 505-7201-561.21-65.

RECOMMENDATION

It is recommended that the Village Board approve the Cityworks' Annual Licensing Fee - Change Order in the not-to-exceed amount of $13,195 and authorize Staff to execute the necessary documents.