Item 4D - Memo4D
CITY OF
SOUTHLAKE
MEMORANDUM
January 7, 2025
To: Alison Ortowski, City Manager
From: Blair Halbert, Director of Information Technology
Subject: Item 4D: Approve the purchase of software support services and hosting
from Data Transfer Solutions in an amount not to exceed $57,000.
Action
Requested: Approve the purchase of software support services and hosting
from Data Transfer Solutions for VueWorks in an amount not to
exceed $57,000.
Background
Information: The purpose of this item is to seek City Council approval to
maintain service and support for the enterprise asset management
software VueWorks from Data Transfer Solutions, LLC in an
amount not to exceed $57,000. In the FY 2025 adopted budget,
City Council allocated funds for this purpose. VueWorks includes
the two following software tools.
The enterprise asset management tool (EAM) improves the
management and maintenance of the City's physical assets with
the ability to track the life span of assets. The information gathered
can assist in:
- Improving customer service
- Manage workload so gaps can be identified between labor
demands and labor supply
- Optimize operations for ongoing improvements in day-to-day
operations
- Give insight into the condition and costs of critical infrastructure
assets
- Understanding the full life -cycle costs of the City's infrastructure
assets.
The CitizenVUE tool allows the city to further enhance customer
experience. CitizenVUE is the customer input tool that allows our
residents to let the City know about areas needing to be evaluated
and/or repaired.
- Allows the City track requests and ensures follow up with the
customer
- Provides reporting to help identify recurrent issues or areas
needing additional focus
- Provides consistent feedback
- Allows the City to streamline the multiple contact points
currently in use by the departments
Honorable Mayor and City Council
Page 2 of 2
Financial
Considerations: The total amount budgeted for the annual maintenance is $57,000
and this will be split between the general fund, IT budget for
$34,500 and the Utility fund for $22,500. The budgeted amount of
$57,000 covers the cost for the renewal and allows for additional
licenses as needed for the FY25.
Strategic Link: This agenda item is linked to the Southlake Strategy Map through
the following objectives:
• 131 Achieving strong outcomes through continual
evaluation and pursuit of better practices that improve core
business operations.
• B2 Collaborating with select partners to implement service
solutions.
• F2 Investing to provide & maintain high quality public
assets.
Citizen Input/
Board Review: No requirement exists to review the purchase with citizens or
boards
Legal Review: The City Attorney reviewed the initial contract, this is a renewal.
Alternatives: The alternative to approving the maintenance and support
purchase is to pay for future updates and issues as they arise
causing a delay in resolution and potentially impacting availability
for staff and customers.
Supporting
Documents: Quote for VueWorks from DTS for $55,000. There is $57,000 in
the budget as we will have to add licenses when we add other
departments.
Staff
Recommendation: Staff recommends the purchase of software support services and
hosting from Data Transfer Solutions in an amount not to exceed
$57,000.
CID dts
MAKERS OF vueWOrk$,
City of Southlake
Attn: Accounts Payable
1400 Main Street
Suite 420
Southlake, TX 76092
PO#22400262
HGAC
Project Description
Invoice Comments:
Invoicing Period :
Invoice Date: December 03, 2024
Project #: 100078351
Invoice #: 1454886
Southlake VUEWorks License, Maintenance and Hosting
January 1, 2025 to December 31, 2025
Basic Services
Southake VUEWorks Hosting-(1/1/25-12/31/25)
Southlake VUEWorks Mai ntenance-(1/1/25-12/31/25)
CRM Annual Maintenance-(1/1/25-12/31/25)
Total Invoice
Total Due this Invoice
Current
30,000.00
20,000.00
5,000.00
55,000.00
USD 55,000.00
Remit to:
Data Transfer Solutions, LLC
Attn: Treasury Department, 4030 W. Boy Scout Blvd, Suite 700, Tampa, FL 33607
Wire Payments: Routing No. 026009593, Acct No 4451269580
ACH EFT Payments: Routing No. 111000012, Acct No 4451269580, Swift: BOFAUS3N