TO: Mayor and City Council
FROM: Philippe Eskandar, City Manager
BY: Amber Shah, Parks & Public Works Director/City Engineer DATE: June 11, 2025
SUBJECT: APPROVAL OF SOFTWARE LICENSING AGREEMENT WITH
PSD CITYWIDE INC. FOR A CITYWIDE ENTERPRISE
ASSET MANAGEMENT SYSTEM AND THE NOT TO EXCEED
AMOUNT OF $55,915 FOR THE FIRST ANNUAL SOFTWARE
SUBSCRIPTION AND IMPLEMENTATION COSTS
STRATEGIC PLAN CRITICAL SUCCESS FACTORS
Efficient, Responsive, and Effective City Services
Fiscally Responsible and Transparent City Government
Well-Maintained Infrastructure
BACKGROUND
On May 31, 2024, the City Council approved the Fiscal Year 2024-25 Operating and Capital Improvement Program (CIP) budgets. As part of the budgeting process, the City Council included various priority initiatives to help guide budgeting decisions. One of the Priority Initiatives, Enhancing Service Delivery, included the implementation of a public works asset management system for all City infrastructure, facilities, and fleet assets. An asset management system will enable staff to better respond to the community’s needs, reduce potential liability exposure for the City, proactively manage the City’s assets, create and track work order history, ensure compliance with State laws and best practices, and more effectively and efficiently plan and budget for routine maintenance and capital project needs. In order to ensure selection of the asset management software that was most suitable for the City, staff solicited proposals and participated in demonstrations with multiple different vendors for asset management software. Staff has completed the Gretchen Shepherd Romey, Mayor
Tony Chou, Vice Mayor
Hunter Chang, Council Member
John Chou, Council Member
Calvin Lo, Council Member
selection process and now recommend proceeding with approval of a software licensing agreement with PSD Citywide for the services.
DISCUSSION
As part of the process to select an asset management software that would meet the City’s needs, staff solicited proposals from several potential vendors and participated in multiple software demonstrations with each vendor shown in the table below. Based on the proposals received and demonstrations with both administrative and field staff, staff believe PSD Citywide is the most qualified and suitable vendor for the services.
Asset Management Software Annual Subscription Cost
Brightly $21,150
Cartegraph $34,915
iWorQ $23,000
PSD Citywide $17,500
PSD Citywide has been in business for over 20 years and performed over 600 implementations of their software across North America. PSD Citywide has a 97% retention rate among clients, including numerous local government clients, and their software helps agencies manage both the operational and long-term needs of their assets with sophisticated lifecycle and risk planning to effectively lower the cost of asset ownership.
PSD Citywide’s asset management program suite includes various functions, including maintenance tracking and reporting, customizable preventative maintenance scheduling, and asset management planning. These functions improve transparency, efficiency, and allow for longer-term planning around assets to enable more strategic maintenance, rehabilitation/replacement, and overall management of City-owned assets. PSD Citywide also has functionality that will enable public works field staff to utilize the system in the field via a mobile field app to update asset conditions in the system as maintenance and repairs are completed, and can also add new assets or update locations, correct missing information, and attach photos or notes taken in the field in real-time. Furthermore, PSD Citywide is also able to integrate the City’s existing GIS data into the platform, which will provide a unified view of all the City’s asset data. PSD Citywide’s asset management planning function will also provide value to staff, as it will allow staff to more easily develop plans and budgets surrounding the City’s short and long term capital needs based on the asset condition, level of maintenance required, etc.
In addition to the various benefits provided by PSD Citywide’s asset management program suite, their proposed price includes multiple discounts.
When considering this in addition to the other aforementioned functions, staff believe PSD Citywide represents the best value for an asset management product, and, as such, recommends the City Council approve the award of the software licensing agreement. The amount of $60,000 budgeted in this FY 2024-25 is available to fund the first-year total cost of $55,915 consisting of $17,500 for the first 12-month annual subscription plus $38,415 for implementation costs, and the City will then have the option to extend for a second year at a cost of $18,375.
FISCAL IMPACT & PROCUREMENT REVIEW
The City’s adopted FY 2024-25 budget includes $60,000 in Account #101-40- 4150-0500 (Other Contract Services – IT) for implementation of a Public Works Asset Management Program. PSD Citywide was able to offer multiple discounts to the City through Sourcewell as an approved vendor and as part of their initiative to expand services in California. As a result, the final costs for FY 2024-25 are shown below:
Description of Cost Amount
Implementation Costs (One-time) $38,415
Annual Subscription and Maintenance $17,500
Total Cost FY 24-25 $55,915
At the end of FY 2025-26, the cost to renew the annual subscription including maintenance support services is capped at a maximum 5% increase each year. As there will no longer be a need for one-time implementation costs, the total cost to renew PSD Citywide will be approximately $18,375. Sufficient funds have been budgeted in both the FY 2024-25 and the FY 2025-26 operating budgets to cover the costs of these services.
PSD Citywide is a part of Sourcewell (Master Contract #060624), a cooperative purchasing alliance that manages the solicitation process and awards contracts on behalf of government agencies. Agencies that purchase through Sourcewell benefit from lower costs by combining the purchasing power of more than 50,000 government, education, and non-profit organizations. As such, this purchase in compliance with the City’s procurement policy, in accordance with SMCC 2.06.05.B.6.
LEGAL REVIEW
The City Attorney's office has reviewed and approved as to form.
RECOMMENDATION
Staff recommends the City Council 1) approve a software licensing agreement with PSD Citywide for Use of a Citywide Enterprise Asset Management System, pending approval of final agreement language by the City Attorney, and authorize the City Manager to execute the Agreement and 2) approve the not to exceed amount of $55,915 for the first annual subscription and implementation costs.
“I move to 1) approve a software licensing agreement with PSD Citywide for Use of a Citywide Enterprise Asset Management System, pending approval of final agreement language by the City Attorney, and authorize the City Manager to execute the Agreement and 2) approve the not to exceed amount of $55,915 for the first annual subscription and implementation costs.”
ATTACHMENTS
1. Proposal from PSD Citywide