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Citywide Enterprise Asset
Management System
Service License Agreement
City of San Marino Public Works
Submitted by:
PSD Citywide (US) Inc.
400 Continental Blvd.
El Segundo, California, 90245
Name: Anita Frost
e: [email protected]
p: (619) 565-9374
2 Contact List
City of San Marino (“Client”)
Name Title Telephone E-Mail
Amber Shah Director, Parks &
Public Works (626) 300-0787 [email protected]
Chris Gutierrez Public Works
Manager (626) 300-0793 [email protected]
PSD Citywide Inc. (“PSD Citywide”)
Name Title Telephone E-Mail
Anita Frost Account
Executive 619-565-9374 [email protected]
Jeff Muir Regional
Manager
519-690-2565 Ext.
2502 [email protected]
Kristie Lapointe Client Success
Operations
519-690-2565 Ext.
2509 [email protected]
Christie Wiggers
Director,
Implementation
Services
519-690-2565 Ext.
2708 [email protected]
Service License Agreement Terms
This Service License Agreement (SLA), including all pricing and outlined terms, is valid for 60 days.
After this date, the terms and pricing outlined within may be subject to revision or withdrawal. We encourage timely review and communication to ensure alignment with the current SLA details.
Service License Agreement 1.0 Date: May 20,2025
Version: 1.0
3 Project Deliverables
The purpose of this project is to implement both Citywide Assets and Citywide Maintenance Modules as part of the Citywide Software Suite. The aim is to provide the Client with a complete asset registry for all asset types and a maintenance management solution that encompasses service requests, work orders, and preventative maintenance. This dual implementation will support the Client’s financial reporting and enhance its Asset Management practices by offering a centralized system for utilizing data and managing asset maintenance efficiently.
As part of this project's deliverables, PSD will provide the following for both the Citywide Assets and Citywide Maintenance modules:
● Web-hosted solutions for Citywide Assets and Citywide Maintenance, accessible to an unlimited number of client users
● Provide software as per agreed in the SLA and as reflected within the pricing charts within this document.
● Professional services to implement the software.
● Comprehensive training for admin users on how to effectively use both the Citywide Assets and Citywide Maintenance platforms.
● Ongoing software support for both modules, covering bug reporting and fixes to ensure smooth operation.
1. Citywide Assets
Citywide Assets is a comprehensive enterprise asset management solution that supports all asset classes and serves as a central database for asset information across the organization. Designed to align with industry standards, it offers advanced asset management capabilities, including lifecycle planning, risk management, service level assessment, and decision support.
Users can create asset data hierarchy using industry-standard naming conventions, like Uniformat coding, and create detailed asset profiles. These profiles facilitate the generation of lifecycle strategies, risk matrices, and condition reports. Additionally, Citywide Assets enhances financial reporting accuracy and efficiency, integrating asset data into financial processes seamlessly. The system also features a GIS viewer, enabling users to visualize and access asset information through a dynamic mapping interface, thereby improving infrastructure planning and communication around asset management.
4 2. Citywide Maintenance
Citywide Maintenance is a comprehensive Computerized Maintenance Management System (CMMS) with built-in service request, work order, and preventative maintenance applications. It is specifically designed to empower all municipal departments to prioritize, schedule, and track maintenance projects seamlessly. Whether in the office or out in the field, users can access and manage service requests and work orders, streamlining day-to-day maintenance operations.
Built from the ground up to meet the unique requirements of Public Works, Citywide Maintenance facilitates efficient workflow management, project tracking, and resource allocation. At its core, it supports municipalities in planning, managing, assigning, recording, and reporting on all types of work completed as part of their operations, ensuring transparency and accountability.
As an enterprise, cloud-hosted solution, Citywide Maintenance integrates fully with the Citywide suite of modular tools, including asset management, GIS, and permits management. All modules are hosted, developed, and supported by PSD Citywide, offering a unified and robust system for managing municipal operations.
Additionally, Citywide Maintenance includes a mobile application, designed for staff to access and update work order information in real-time while in the field. The mobile app allows users to review and complete work orders, update schedules, and manage priority tasks, even when offline. Once an internet connection is available, all information is automatically synchronized, ensuring that field operations are as efficient and reliable as office-based work.
3. GIS Viewer
Citywide GIS Viewer integrates GIS data into the Citywide platform, offering users an enhanced experience in accessing and managing geographic information. This integration improves data accessibility, reduces manual data entry errors, and supports better decision-making by providing a unified view of geographic data.
5 Project Scope
Citywide Assets
Legend
= Included = Not Included T = Training only TBD = To be determined Asset Classes to be Implemented
Asset Classes In Scope
Wastewater & Storm (and related Facilities) ✔️
Bridges ✔️
Streets ✔️
Facilities ✔️
Parks ✔️
Fleet, Machinery & Equipment ✔️
Land & Land Improvements ✔️
Information Technology ✔️
Citywide Maintenance
Client Business Units to be Implemented
Business Unit In Scope
Public Works ✔️
Water & Wastewater ✔️
Parks and Recreation ✔️
Fleet, Machinery & Equipment ✔️
Facilities ✔️
Code Enforcement ❌
6 Project Schedule
The estimated duration of this project is 6 months. The detailed project schedule and Gantt chart will be supplied after the kick-off meeting and will be reviewed and approved in phases as the project progresses. The duration of the project is dependent on multiple factors including client availability as well as data activities
7 Pricing
Summary
Sourcewell Master Contract RFP # 060624
Canoe/Sourcewell Member # LAS1224
Implementation Services Amount
Citywide Assets $12,600.00
Citywide Maintenance $29,700.00
Value Added Features & Services $16,800.00
Sub Total $59,100.00
Sourcewell Discount ($2,955.00)
California Chapter Discount ($17,730.00)
Total Implementation Services $38,415.00
Annual Version Protection & Maintenance Amount
Citywide Asset and Maintenance (List Price)
● Includes Enterprise License, Unlimited Users $35,000.00 Value Added Annual Version Protection & Maintenance $0.00 Sourcewell Discount ($7,000.00)
California Chapter Discount ($10,500.00)
Total Annual Version Protection and Maintenance $17,500.00 8 Value Added Features & Services
Value Added Services In Scope
GIS Integration (WMS) - Automatic ✔️
Single Sign-on (SSO) Integration ❌
Additional Data Storage (XGB) ❌
API / Third Party Integrations ❌
Additional Training ❌
30/60/90 Day Reviews Included
Citywide Asset Collector ✔️
Asset Profiles (#) - Condition, Risk, Lifecycle T
Condition Calculator Configured (X Formulas) T
Financial Balancing ❌
Image File Upload (Assets) ❌
GoGov Portal Integration ❌
Citywide Customer Portal ❌
Staff Request Portal (Internal) ✔️
Parts, Labor, Equipment Labor and Materials
Implementation/Training
✔️
Customized Address Search ❌
Legacy Data Import – Bulk Files & Attachments ❌
Legacy Data Import – SR & WO (Standalone table) ❌
Additional Database (Sandbox) ❌
9 General Terms and Conditions
● Consulting rates are as follows:
▪ $1,800 / day or $225.00 / hour – a day includes 8 hours of services. ▪ Requests for additional consulting services may be made via e-mail or a purchase order from an authorized representative of the Client. This will serve as authorization to perform and invoice the service.
▪ Consulting rates are valid for the term of this agreement only. ● During the provision of the implementation services and for 1 year afterward, customers shall not hire PSD employees or subcontractors involved in the delivery of the services.
Terms of Payment
● Implementation Professional Services will be invoiced in full on or before June 30, 2025 after the kick-off meeting.
● Software Licenses will be invoiced in full on or before June 30, 2025 following the execution of this agreement by both parties.
● Annual Version Protection & Maintenance will be invoiced 90 days following the kick-off meeting of this project. Subsequent year’s maintenance will be invoiced annually from that date. Annual Version Protection & Maintenance will be limited to a maximum annual escalation of 5%. ● All amounts quoted are in USD dollars and will be invoiced as such. The Client shall be responsible for paying any applicable taxes.
● PSD expenses including mileage, accommodation, meals, and ground transportation are extra where applicable and will be billed at cost.
● Taxes are extra where applicable. Consulting rates are valid for the term of this agreement only. ● The Client shall pay invoices within 30 days of receipt of the invoice. Any amounts unpaid after the due date shall be subject to a late charge of 2% per month.
Ownership and Confidentiality
All Client data stored within the Citywide applications remains the legal ownership of the Client and can be extracted and used without restriction. PSD shall treat as confidential all information obtained by PSD for and from the Client as well as all information compiled by PSD under this Agreement for the Client, including without limitation: business and marketing information, technical data, programs, source codes and other software, plans and projections.
Security
PSD performs regular security audits of our systems to ensure current updates and patches are applied on all hardware, along with updated antivirus software. All users are forced to use secure passwords which are stored on the server only in encrypted format. Nightly backups are done offsite. The PSD Firewall is configured to only allow traffic to enter the network for required services such as our web server.