Public Works Agency
www.santa-ana.org/pw
Item # 16
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
March 4, 2025
TOPIC: Cityworks Maintenance Agreement
AGENDA TITLE
Agreement for Public Works Cityworks On-Call Maintenance (General Fund) (Non- General Fund)
RECOMMENDED ACTION
Approve agreement with Woolpert, Inc. to provide on-call Cityworks maintenance and project implementation for a term beginning March 4, 2025 and ending on March 3, 2028, with the option of two one-year extensions, for a total amount not to exceed $300,000 (Agreement No. A-2025-XXX).
GOVERNMENT CODE §84308 APPLIES: Yes
DISCUSSION
The Public Works Agency (PWA) oversees a range of assets including the street system, traffic control devices, water and wastewater infrastructure, and other major resources such as streetlights and storm drains, etc. In 2018, the City implemented Trimble Cityworks System, formerly Azteca Systems, LLC., (Cityworks) a comprehensive database software to manage these resources by tracking their condition and optimizing their maintenance cycles. Since its adoption, the Cityworks platform has enabled staff to document, track, and plan for asset repairs and replacements. This has led to more effective routine maintenance and improved work order tracking, ultimately extending the lifespan of these assets. Ongoing maintenance of the Cityworks system- which is not provided by Trimble/Azteca- is necessary to add new features or support specific projects on an as-needed basis.
To enhance the City’s asset management capabilities, a Request for Proposals (RFP) was issued seeking a qualified firm(s) to provide Asset Management Software and Implementation Services (Exhibit 1). To offer the City a broader range of software solutions, asset management implementation firms were allowed to partner with third- party software providers. Upon award of the agreement, the City would allow the selected firm to provide on-call services to maintain and update the Cityworks software.
RFP No. 24-129 was issued on October 29, 2024 on the City’s online bid management and publication system, Planetbids. A summary of vendor participation and results is as follows:
Cityworks Maintenance Agreement
March 4, 2025
4 8
5 8
1050 Vendors Notified
20 Santa Ana Vendors Notified
29 Vendors Downloaded the Bid Packet
2 Proposals Received
0 Proposals Received from Santa Ana
Vendors
Proposals were solicited, opened on October 29, 2024, and evaluated. Two proposals were submitted by the RFP deadline and both were determined to be responsive to the specifications and met the City’s requirements. Proposals were scored by a staff panel and were rated based on responsiveness to the RFP, experience of the firm, and pricing. Staff recommends the approval of the agreement with Woolpert, Inc. (Exhibit 2). as they demonstrated the most relevant expertise, capacity, and experience as specified in the RFP (Exhibit 3). In addition, Woolpert has been the historical provider of this service and is familiar with the city’s current Cityworks infrastructure. Woolpert’s previous on-call agreement expired January 15, 2025. An extended negotiation of contract terms necessitated a delay of the award to the current council date. Because this is an on-call agreement, no disruption to Cityworks services was experienced.
ENVIRONMENTAL IMPACT
There is no environmental impact associated with the action.
FISCAL IMPACT
Funds are budgeted and available for expenditure in the Fiscal Year 2024-2025 budget and subsequent fiscal years will be included in the proposed budgets for City Council consideration. The funds will be budgeted and available for this item in the accounts below.
Fiscal
Year
Accounting
Unit-
Account #
Fund
Description
Accounting Unit,
Account
Description
Total
2024-25 10117601-
62300
Public Works –
Administration &
Planning
Public Works –
Admin Services –
Contract Services
Professional
$60,000
2025-26 10117601-
62300
Public Works –
Administration &
Planning
Public Works –
Admin Services –
Contract Services
Professional
$60,000
2026-27 10117601-
62300
Public Works –
Administration &
Planning
Public Works –
Admin Services –
Contract Services
Professional
$60,000
Cityworks Maintenance Agreement
March 4, 2025
4 8
5 8
Fiscal
Year
Accounting
Unit-
Account #
Fund
Description
Accounting Unit,
Account
Description
Total
OPTIONAL EXTENSIONS
2027-28 10117601-
62300
Public Works –
Administration &
Planning
Public Works –
Admin Services –
Contract Services
Professional
$60,000
2028-29 10117601-
62300
Public Works –
Administration &
Planning
Public Works –
Admin Services –
Contract Services
Professional
$60,000
TOTAL $300,000
EXHIBIT(S)
1. RFP for Cityworks On-Call Maintenance
2. Agreement with Woolpert
3. Woolpert Submittal
Submitted By: Nabil Saba, P.E., Executive Director – Public Works Agency Approved By: Alvaro Nuñez, City Manager