Item No. 7
Town of Atherton
CITY COUNCIL STAFF REPORT – CONSENT AGENDA
TO: HONORABLE MAYOR AND CITY COUNCIL
GEORGE RODERICKS, CITY MANAGER
FROM: ROBERT OVADIA, PUBLIC WORKS DIRECTOR
DATE: MAY 20, 2026
SUBJECT: APPROVE A PROFESSIONAL SERVICES AGREEMENT WITH
BRIGHTLY SOFTWARE, A SIEMENS COMPANY, FOR AN
ASSET MANAGEMENT SYSTEM AND IMPLEMENTATION
SERVICES
RECOMMENDATION
It is recommended that the Council approve a professional services agreement with Brightly Software, A Siemens Company, for an asset management system and implementation that will include equipment inventory gathering, equipment inventory, preventive maintenance (PM) schedule creation, and work order management system, in the amount not to exceed eighty-two thousand, five hundred dollars ($82,500 - over a multi-year agreement); Authorize the City Attorney to prepare the agreement; authorize the City Manager to sign the agreement.
BACKGROUND
The Town’s Public Works Department has historically relied on manual paper-based processes and disparate spreadsheet systems to manage municipal assets. Issuance of work orders for crews range from sending emails, text messages, calls and other communications, making tracking and reporting difficult. With the addition of the Town Center and its many systems requiring regular service and preventative maintenance, manual tracking of these schedules is difficult. To enhance operational efficiency and infrastructure longevity, the Town issued a Request for Proposal (RFP) for a centralized, cloud-based Asset Management System or Computerized Maintenance Management System (CMMS). The goal of this initiative is to modernize asset inventory management, implement proactive preventative maintenance scheduling, and integrate spatial data through Geographic Information Systems (GIS). The Town budgeted for the CMMS in the FY 2025/26 Public Works operating budget. Staff released a Request for Proposal (RFP), included as Attachment 1, on July 7, 2025, with responses due on September 1, 2025.
ANALYSIS
Asset Management System
MAY 20, 2026
Twenty-one (21) proposals were received in response to the RFP. Staff evaluated the proposals and invited six (6) vendors for interviews and demonstrations. Following the interviews and demonstrations, three (3) vendors were contacted for a more in-depth review of their systems and to understand their differences, limitations and proposed implementation plan.
Brightly Software, Inc. (a Siemens company) submitted a comprehensive proposal for its Asset Essentials platform ,included as attachment 2, which was determined to be the best fit for the Town, its assets and needs The proposed solution is designed specifically for municipal environments and aligns with the Town’s requirement for a mobile-friendly system that field staff can access via native iOS and Android applications, both online and offline. It provides a complete asset and work order management system, integrated dashboard and reporting system for easy tracking of assets, preventative maintenance and service needs, as well as work order tracking.
Key features of the recommended solution include:
• Comprehensive Asset Management: Centralized tracking for all Town assets, including Town Center facilities, park facilities and assets, as well as the ability to manage other infrastructure and assets such as stormwater, roadway assets, as well as non-public works assets.
• GIS Integration: Robust mapping capabilities that enable spatial visualization of assets and work orders through direct integration with existing GIS data. • Preventative Maintenance: Scheduling tools designed to transition the Town from reactive to proactive maintenance, extending the lifespan of critical infrastructure. • Integration with SeeCkickFix
Staff noted during the evaluation that the on/off-line capabilities, dashboard and reporting capabilities for Brightly’s Asset Essentials program were more robust and offered staff the greatest flexibility and appeared easy to use by field maintenance staff. Though not planned in the initial implementation effort, it was noted that the subscription includes the ability to manage and issue work orders associated with other assets such as Streets/Signs/Sidewalks, Stormwater, Fleet, and Inventory management. These modules, though available in the other systems evaluated, were often provided at additional cost.
Through the evaluation process, staff requested an updated cost proposal to include data collection and population of assets for Town Center and park facilities and assets, which were deemed a priority. The updated cost proposal is attached.
Brightly possesses over 25 years of experience in the industry and serves over 1,800 municipal clients. Notably, the company has successfully implemented similar systems for nearby California agencies, including the Town of Tiburon and the City of Mill Valley.
FISCAL IMPACT
Asset Management System
MAY 20, 2026
The Fiscal Year 25-26 Public Works operating budget included $40,000 for an Asset Management System. The total initial investment and subscription costs for the first year of the contract are as follows:
• Asset Essentials Subscription (Year 1): $16,142.46
• Asset Essentials Implementation: $26,469.82
(includes Town Center and Park data collection)
• Total First Year Outlay: $42,142.11
Following the initial implementation, the annual subscription fee for the Asset Essentials Enterprise package is scheduled to start at $16,142.46 in Year 2, with annual increase leading to a Year 5 cost of $17,639.30. These costs cover software access, analytics, safety modules, and ongoing support from Brightly’s technical team.
Staff are requesting approval to execute a multi-year agreement (3 years) with an additional 2-year optional extension. The first three years of agreement will be for a total not to exceed $82,500, including a 10% contingency.
GOAL ALIGNMENT
This Report and its contents are in alignment with the following Council Policy Goals:
• Goal D - Be Forward Thinking
• Goal E - Maintain and Improve Public Infrastructure
POLICY FOCUS
The policy focus of this item is associated with the improvement of staff’s availability to maintain Town infrastructure and assets.
PUBLIC NOTICE
Public notification was achieved by posting the agenda, with this agenda item being listed, at least 72 hours prior to the meeting in print and electronically. Information about the project is also disseminated via the Town’s electronic News Flash and Atherton Online. There are approximately 1,200 subscribers to the Town’s electronic News Flash publications. Subscribers include residents as well as stakeholders –to include, but be not limited to, media outlets, school districts, Menlo Park Fire Protection District, service provides (water, power, and sewer), and regional elected officials.
COMMISSION/COMMITTEE FEEDBACK/REFERRAL
This item has not been before a Town Committee or Commission
ATTACHMENTS
1. Asset Management System Request for Proposals
Asset Management System
MAY 20, 2026
2. Brightly - Asset Management System Proposal
3. Brightly – Updated Cost Proposal, dated February 23, 2026