To approve an increase to the current awarded contract amount of $2,740,115 by $360,000, for a total contract amount of $3,100,115, for the upgrade of support to the Gold level support plan for Masterworks system from Aurigo Software Technologies, Inc. for Technology Solutions; and authorizing the City Manager to execute all necessary documents. (Contract No. 2020-0592-BR; Modification No. 1)  Approved

The City and Aurigo entered into a contract on May 12, 2021, for a construction project management system with total estimated compensation (including the initial term and any option renewal terms) of $2,700,840. 

The implementation of Masterworks has taken two (2) years and we are just now entering the maintenance phase.  During this time, four change orders were executed, through administrative authority, resulting in an increase of $39,275 to the initial contract amount.

• August 2022, to add a new custom form to the Statement of Work, increasing the contract amount by $10,750.00
• September 2022, to add additional configurations of JDE integrations, increasing the contract amount by $10,525.00
• October 2022, to add a week to UAT testing and extend Aurigo resources, increasing the contract amount by $18,000.00
• February 2023, to remove integrations for Adobe Sign and IonWave from the scope of work, add additional data migration services, and extend the data delivery date to February 15, 2023, and removing travel from the scope, resulting in a zero increase to the contract

Technology Solutions recommends increasing the current contract amount by $60,000 per year for the remaining years (Years 3-8) on the contract for upgraded support to result in a total increase of $360,000.

The Community Investment Team, which consists of several different groups in the City, including Engineering, Public Works, Facilities, Park Planning, Budget, Accounting, Contract Management, and Technology Solutions, identified several gaps in current software capabilities and processes related to running the City's Community Investment Program (CIP) consisting of nearly $400M across 120 projects.

Each group utilized different individual software applications such as Microsoft Access, Microsoft Word, and Microsoft Excel to manage and report on CIP projects. All members identified a need to control the CIP under one program, a project and construction management software integrating budgeting and accounting applications to provide needed efficiencies and accuracy of management and reporting.

As part of the initial purchase, The City entered into a Silver level support agreement and later determined that it needed broader support hours and a bank of professional service hours to address post implementation needs. The City may use these professional services hours to enhance or configure Masterworks to meet the City's needs better as we continue to improve our processes and use of Masterworks.

If not approved, the City can still submit requests to Aurigo for changes to our configuration of Masterworks. The quote and statements of work will be subject to the current professional services hourly rate, which currently exceeds $240 per hour. Should the City determine the Gold Support Plan no longer provides value or is no longer needed, we may revert back to the Silver Support Plan.

This request is to increase the current annual awarded amount by $60,000 for a total of $360,000 for Masterworks from Aurigo Software Technologies, Inc.  Funding for this item is available in the 2022-23 Technology Solutions Applications Budget, in the amount of $60,000, which will leave a remaining balance of $1,930,126 for additional maintenance and support expenditures.  Future year expenditures are dependent on contract renewals in the annual amount of $60,000 in the 2023-24 through 2027-28 Applications Budget.  All future year expenditures will occur within council approved appropriations. 

Approval of this agenda item supports the City's Strategic Plan Critical Success Factors of Excellent, Innovative, and Accountable City Government.