Item 16 - Cityworks Maintenance Agreement

Home Browse Search

Public Works Agency www.santa-ana.org/pw Item # 16 City of Santa Ana 20 Civic Center Plaza, Santa Ana, CA 92701 Staff Report March 4, 2025 TOPIC: Cityworks Maintenance Agreement AGENDA TITLE Agreement for Public Works Cityworks On -Call Maintenance (General Fund) (Non - General Fund) RECOMMENDED ACTION Approve agreement with Woolpert, Inc. to provide on -call Cityworks maintenance and project implementation for a term beginning March 4, 2025 and ending on March 3, 2028, with the option of two one-year extensions, for a total amount not to exceed $300,000 (Agreement No. A-2025-XXX). GOVERNMENT CODE §84308 APPLIES: Yes DISCUSSION The Public Works Agency (PWA) oversees a range of assets including the street system, traffic control devices, water and wastewater infrastructure, and other major resources such as streetlights and storm drains, etc. In 2018, the City implemented Trimble Cityworks System, formerly Azteca Systems, LLC., (Cityworks) a comprehensive database software to manage these resources by tracking their condition and optimizing their maintenance cycles. Since its adoption, the Cityworks platform has enabled staff to document, track, and plan for asset repairs and replacements. This has led to more effective routine maintenance and improved work order tracking, ultimately extending the Iifespan of these assets. Ongoing maintenance of the Cityworks system- which is not provided by Trimble/Azteca- is necessary to add new features or support specific projects on an as -needed basis. To enhance the City's asset management capabilities, a Request for Proposals (RFP) was issued seeking a qualified firm(s) to provide Asset Management Software and Implementation Services (Exhibit 1). To offer the City a broader range of software solutions, asset management implementation firms were allowed to partner with third - party software providers. Upon award of the agreement, the City would allow the selected firm to provide on -call services to maintain and update the Cityworks software. RFP No. 24-129 was issued on October 29, 2024 on the City's online bid management and publication system, Planetbids. A summary of vendor participation and results is as follows: