Agenda Item No: K.5
AGENDA REPORT
DATE: September 16, 2025
TO: Mayor and Council
FROM: David Gassaway, City Manager
SUBJECT: Resolution 2025-179 IT Approving Amendment with MaintStar, Inc.
Authorizing the City Manager to Authorize an Amendment to the Hosting, Licensing, and Support Agreement with MaintStar, Inc.
Funding Source: $247,946; Various Public Works Funds
Contact: Jeff Bertany, (707) 428-7531
RECOMMENDED ACTION
Adopt resolution.
STATEMENT OF ISSUE
The City desires to amend the agreement with MaintStar, Inc. to extend the term.
DISCUSSION
The City of Fairfield has acquired licensed software solutions (“MaintStar System”) from Provider pursuant to the terms of a Service Agreement entered into between MaintStar and city dated January 1, 2015, and that Services Agreement is currently active and in place with the City . The Public Works Department utilizes the MaintStar Asset Management System to create customer work orders, capture historical maintenance data, track employee time, materials used, invoicing, and all equipment needed for maintenance projects.
The City upgraded the MaintStar system three years ago per Resolution 2022-247 to a cloud- based system that provided the additional capabilities:
Integration with Geographical Information Systems (GIS) System backup and redundancy
Secure encryption for cybersecurity and compliance requirements
FINANCIAL IMPACT
The first year’s cost of this renewal is $66,974 for ongoing annual hosting, licensing, maintenance, and support. The second- and third-year costs are $77,283.65 and $81,14 7.83 respectively. The total cost of the 3 -year agreement is $225,405.48. A continge ncy of $22,540.55 (10%) will be included. The t otal 3 -year renewal agreement is $ 225,405.48. Subsequent optional renewals would be subject to a not-to-exceed annual increase of 5%.
Below is a table of the amounts and funding sources for MaintStar:
Name of Fund Amount
PW Traffic Management Computer Contract Maintenance Fund - 10160201-8418
$32,200.78
PW Paving Crew Computer Contract Maintenance Fund -
10160206-8418
$32,200.78
PW Ground Facility Computer Contract Maintenance Fund - 10160300-8418
$32,200.78
PW Building Maintenance Computer Contract Maintenance
Fund - 10160310-8418
$32,200.78
PW Storm Drain Maintenance Computer Contract Maintenance Fund - 17960305-8418
$16,100.40
PW Water Utility Cut Computer Contract Maintenance Fund - 46160601-8418
$16,100.40
PW Sewer Maintenance Computer Contract Maintenance Fund - 25560308-8418
$32,200.78
PW Water Distribution Computer Contract Maintenance Fund - 46160602-8418
$32,200.78
TOTAL $225,405.48
PUBLIC CONTACT/ADVISORY BODY RECOMMENDATION
N/A
ALTERNATIVE ACTION
The City Council may choose not to approve the proposed renewal contract. However, this would negatively impact the day-to-day functions of the Public Works Department, resulting in manual processes and reduced efficiency in response to the community needs to complete the work orders.
COORDINATED WITH
Public Works Department
STAFF CONTACT
Jeff Bertany, IT Manager
(707) 428-7531
[email protected]
ATTACHMENTS
Attachment 2: Proposed Resolution
Attachment 3: Proposed Amendment