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Home My WebLink AboutItem 13 - Agreement for Public Works Asset Management Software Public Works Agency www.santa-ana.org/pw Item # 13 City of Santa Ana 20 Civic Center Plaza, Santa Ana, CA 92701 Staff Report February 3, 2026 TOPIC: Public Works Asset Management Software Agreement with Trimble Inc. AGENDA TITLE Agreement with Trimble Inc. for Public Works Asset Management Software (Specification No. 26-001) (Non-General Fund) RECOMMENDED ACTION Authorize the City Manager to execute an agreement with Trimble Inc. to provide public works asset management software, in an amount not to exceed $87,777, for a term beginning January 31, 2026 and expiring January 30, 2027 (Agreement No. A-2026- XXX). GOVERNMENT CODE 484308 APPLIES: Yes DISCUSSION The City utilizes an asset management software to assist with the tracking of infrastructure assets and managing their maintenance schedules and lifecycles. The software digitally centralizes the City's infrastructure asset information and facilitates staff with tracking, managing, and planning for the full lifecycle of physical assets such as street lights, water valves, facilities and equipment by combining inventory data, maintenance history, inspections, and work management in one place. The information maintained by the system is used to support a data-driven decision-making process, improves service reliability, reduces emergency repairs, and helps support budgets and capital planning with clear, defensible information. The software also integrates Geographical Information Systems (GIS) information, allowing the City to track and spatially view the physical inventory on a map, allowing public works staff to see where assets are located, understand their condition, prioritize maintenance, and efficiently coordinate field and office operations. These capabilities enhance transparency, accountability, and service delivery to the public. On January 16, 2018, City Council approved an agreement with Trimble Inc. (then known as Azteca Systems, LLC) to provide software to track the City's various public works assets, including water, traffic control devices, street lights, sewer infrastructure, drainage systems, and facilities. The Cityworks platform offers digital solutions for tracking, maintaining the condition and maintenance of these key systems, and is integrated with Public Works Asset Management Software February 3, 2026 Page 2 GIS to collect spatial data. The City has been informed that the current system will be supported by Trimble Inc. until July 2027. After this date, Trimble will transition exclusively to a new cloud-based subscription model, which the company will be offering to existing and new customers. The existing agreement with Trimble expired on January 21, 2025. Santa Ana Municipal Code, Section 2-807(a,e), authorizes the City to make non-bid purchases of services, materials, supplies, labor, and equipment whenever it shall appear that there is only one reasonably available source. Staff researched available options and alternative product offerings in the market and determined that the current asset management software provided by Trimble Inc. is the best available solution that meets the City's current needs. This software will also enable the City to evaluate and determine the best available options in preparation for a potential transition, should it be determined that Trimble is not the long-term solution, and to ensure a seamless transition period while those options are assessed. Staff recommends Council authorization of a one-year agreement of software licensing for to a total of$87,777 for the agreement period. This proposed agreement will allow the city to continue the current software service through its sunset period and prepare for a transition to a new software system. Public Works and IT staff will be evaluating all available software platforms during this recommended agreement period and will present software contract recommedations to Council in the future after thouroughly vetting options in accordance with the City's procurement policies. ENVIRONMENTAL IMPACT There is no environmental impact associated with this action. FISCAL IMPACT Funds are budgeted and made available in the following accounts for the specified year: Fiscal Accounting Unit Fund Account Description Amount Year —Account# Description 2025-26 10117601-66511 Public Works- Public Works-Admin $87,777 Admin & Services, Computer Planning Software Subscriptions TOTAL $87,777 EXHIBIT(S) 1. Agreement with Trimble Inc. Submitted By: Rodolfo Rosas, P.E., Acting Executive Director— Public Works Agency Approved By: Alvaro Nunez, City Manager EXHIBIT 1 Quote Number Q-42904-1 Cityworks- Art5Kelleeca burger Road Cityworks 5475 Kellenburger Road Created Date 11/4/2025 A TRIMBLE COMPANY Dayton,OH 45424 Contact Information Contact Name: Jonathan Dhauw Prepared By Kristi Ross Name: Customer: Santa Ana(CA)-City of- Prepared By (916)294-2234 Public Works Phone: Contact 20 Civic Center Plaza Prepared By kristi_ross@trimble.com Address: Santa Ana, CA Email: 92701 Quote Lines Product Name Quantity Net Unit Price AMS ELA Custom 1.00 USD 87,777.10 Respond-AMS 1.00 USD 0.00 Mobile Native Apps(iOS/Android)-AMS 1.00 USD 0.00 Contracts 1.00 USD 0.00 Cityworks for Excel 1.00 USD 0.00 Cityworks Analytics-AMS 1.00 USD 0.00 eURL-AMS 1.00 USD 0.00 Workload-AMS 1.00 USD 0.00 Web Hooks-AMS 1.00 USD 0.00 Performance Budgeting 1.00 USD 0.00 Service Request API 1.00 USD 0.00 Work Order API- Basic 1.00 USD 0.00 TOTAL: USD 87,777.10 Notes Year 1 Dollar Value USD 87,777.10 Year 1 Date Range 1/31/2026- 1/30/2027 Maintenance Start Date: 1/31/2026 Maintenance End Date: 1/30/2027 Quote Notes: Price has increased to reflect adjustment from the previous year. This change will take effect on your next annual renewal. DISCLAIMER. PLEASE BE ADVISED THAT THE PRODUCTS ASSOCIATED WITH THIS QUOTE MAY NO LONGER BE SUBJECT TO ENHANCEMENTS OR MAINTENANCE. WE URGE YOU TO CONSULT THE COMMUNICATION SENT OUT CONCERNING UPDATES TO CITYWORKS SOFTWARE SUPPORT &YOUR PATH FORWARD AND SUNSETTING. THE PRICE INDICATED HEREIN SHALL CONSTITUTE THE RENEWAL RATE OFFERED UNDER YOUR CURRENT AGREEMENT AS AMENDED BY THIS COMMUNICATION. A COPY OF THE COMMUNICATION CAN BE PROVIDED TO YOU UPON REQUEST. YOU ARE URGED TO REVIEW THIS QUOTE THOROUGHLY AND ASSESS ANY NECESSARY ADJUSTMENTS TO YOUR SUBSCRIPTION. SHOULD THERE BE ANY INQUIRIES OR A NEED FOR FURTHER ASSISTANCE, PLEASE CONTACT US PROMPTLY. WE APPRECIATE YOUR UNDERSTANDING AND CONTINUED PARTNERSHIP. Terms and Conditions Payment Terms Payment due within 30 days IF YOUR ORGANIZATION REQUIRES A PURCHASE ORDER,PLEASE CONTACT YOUR FINANCE DEPARTMENT TO BEGIN THE APPROVAL PROCESS TO AVOID PAYMENT DELAYS. All quotations are valid for ninety-days(90)from the date above, unless otherwise stated in this quotation form.All prices quoted are in USD, unless specifically provided otherwise, above. These prices and terms are valid only for items purchased for use and delivery for the Customers listed above. Unless otherwise referenced,this quotation is for the Cityworks software products referenced above only. Pricing for implementation services(installation, configuration,training, etc.), or other software applications is provided separately and upon request. The procurement, installation and administration of the Esri software or any other third-party software utilized in conjunction with Cityworks will be the responsibility of the Customer. For"on-prem"installations,the procurement, installation and administration of the RDBMS utilized in conjunction with Cityworks will be the responsibility of the Customer. Currently, Cityworks supports Oracle and SQL Server. The procurement, installation and administration of the infrastructure (hardware and networking) utilized in conjunction with Cityworks will be the responsibility of the Customer. This quotation and the pricing information herein is confidential and proprietary and may not be copied or released other than for the express purpose of the current system Software and Product selection and purchase. This information may not be given to outside parties or used for any other purpose without written consent from Azteca Systems, LLC or unless otherwise specifically permitted by law. If a"public access"or similar request is made, Customer, shall notify Azteca Systems, prior to any disclosure. Software Licensing All Azteca Systems software offered in this quotation are commercial off-the-shelf(COTS)software developed at private expense, and is subject to the terms and conditions of the signed"Cityworks Software License and Maintenance Agreement" ("Agreement")and any and all addendums or amendments thereto.A fully executed copy of the Agreement and any addendum(s) is required before delivery and installation and usage of the software is subject to the terms of the current license agreement. The terms and conditions of the executed Cityworks Software License Agreement apply to this Quote unless otherwise specifically stated herein.Any additional or conflicting terms set forth in any purchase orders, invoices, or other standard form documents exchanged during the ordering process, other than product descriptions, quantities, pricing, and dates are void and of no effect. Delivery method is by way of download through Azteca Systems, LLC. customer support web portal. Taxes Prices quoted do not include any applicable state, sales, local, or use taxes unless so stated. In preparing your budget and/or Purchase Order, please allow for any applicable taxes, including, sales, state, local or use taxes as necessary.Azteca Systems reserves the right to collect any applicable sales, use or other taxes tax assessed by or as required by law. Azteca Systems reserves the right to add any applicable tax to the invoice, unless proof with the order is shown that your organization or entity is tax exempt or if it pays any applicable tax directly. International Customers These items are controlled by the U.S. government and authorized for export only to the country of ultimate destination for use by the ultimate consignee or end-user(s) herein identified. They may not be resold,transferred, or otherwise disposed of,to any other country or to any person other than the authorized ultimate consignee or end-user(s), either in their original form or after being incorporated into other items,without first obtaining approval from the U.S. government or as otherwise authorized by U.S. law and regulations. Your signature indicates your acceptance of this Quote, and that you have read and accepted the Terms and Conditions set forth above. Accepted by:Alvaro Nunez Title: City Manager Date RECOMMENDED FOR APPROVAL: APROVED AS TO FORM: ATTEST: SONIA R. CARVALHO Rodolfo Rosas �a9'pa11y51gnedb'Podo1fo0.osa City Attorney 11,tAly,d dby R-1b,l osasWsonco-ana.org,c=115 D[2026 01 26 07 35-0— Rodolfo Rosas, P.E. By: llvzxl�— Acting Executive Director Kyle Iesen Jennifer L. Hall Public Works Agency Assi �nt City Attorney City Clerk