City Council
Report
City Council Meeting: October 27, 2026
Agenda Item: 4.C
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To: Mayor and City Council
From: Feroz Merchhiya, Chief Information Officer, Information Services Department Christopher Dishlip, Director of Public Works, Public Works Department Subject: Approval of Agreement with Centricity GIS, Inc. for Implementation of the Trimble Unity Maintain Elite System, a Computerized Maintenance Management System, for the Information Services Department Recommended Action
Staff recommends that the City Council:
1. Adopt a finding of no possibility of significant effect pursuant to Section 15061(b)(3) (Common Sense Exemption) of the California Environmental Quality Act (CEQA) Guidelines; and
2. Authorize the City Manager to execute an agreement with Centricity GIS, Inc. (Centricity) for the full platform implementation of the Trimble Unity Maintain Elite system for the Information Services Department (ISD). This recommended award is made as an exception to the competitive bidding process pursuant to the City’s Procurement Policy and is for a total amount not to exceed $407,629 with future year funding contingent on Council budget approval.
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Summary
The City implemented its current computerized maintenance management system, Maintenance Connection, in 2008 following a competitive procurement process. The system was implemented to improve the City's ability to manage maintenance requests, work orders, repairs, inspections, assets, and related maintenance information. Over the years, the system has become an integral component of the City's maintenance operations and has supported the management and tracking of maintenance activities and historical asset information.
After nearly two decades of use, the City is transitioning from Maintenance Connection to Trimble Unity Maintain Elite, a cloud-hosted, GIS-centric platform designed to provide integrated asset management, work order and service request management, inspections, workflows, and mobile field operations.
Centricity GIS, Inc. will provide services including discovery and requirements gathering, system configuration, workflow design, data migration, GIS integration, staff training, go-live support, and post-go-live stabilization. The term of the requested agreement will be for one year, with one optional one-year renewal at the City’s discretion. The implementation will also include migration of historical information from the City's existing Maintenance Connection system into Trimble Unity Maintain to preserve access to critical maintenance history.
Discussion
The City currently utilizes Maintenance Connection as its primary computerized maintenance management system (CMMS) to support maintenance operations across multiple departments. The system provides a centralized environment for managing work orders, asset histories, preventive maintenance schedules, inspections, and service requests. While Maintenance Connection has supported the City’s day-to-day maintenance activities, the City’s operational and technology needs have evolved, creating a need for enhanced system integration, data management, geographic information system (GIS) capabilities, mobile functionality, workflow management, and overall usability.
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To address these evolving needs, the City is pursuing modernization of its CMMS environment through the implementation of Trimble Unity Maintain Elite. Developed and owned by Trimble Inc., Trimble Unity Maintain Elite is a GIS-centric CMMS designed to support both day-to-day maintenance operations and broader asset management activities. The platform provides capabilities for centralized asset inventory and condition tracking, work order and service request management, preventive maintenance, mobile field data collection, real-time status updates, GIS-based workflows and spatial analysis, and secure cloud hosting.
Centricity GIS, Inc. will deliver an implementation package within Trimble's CMMS platform, consisting of discovery and requirements gathering, data migration, workflow design, system configuration, GIS integration, staff training, go live support, and post go live stabilization. Their involvement ensures the solution aligns with City business processes, industry best practices, and long-term operational goals.
Centricity will also perform comprehensive migration services for historical data from the City’s current CMMS, Maintenance Connection, to Trimble Unity Maintain. The migration will be carefully planned and executed to preserve the integrity, accuracy, and usability of the City’s historical maintenance records. This will ensure that critical historical information, including service requests, work orders, asset and maintenance history, inspection records, photos, documents, and other associated attachments, is retained and readily accessible within Trimble Unity Maintain.
The completed migration will provide City staff with seamless access to historical maintenance information within the new CMMS, allowing users to reference prior service activities, work order history, supporting documentation, and photographic records without having to maintain or routinely access the legacy Maintenance Connection system. This approach will support continuity of operations, improve historical visibility, and provide the City with a consolidated source of maintenance information within Trimble Unity Maintain.
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Implementing a unified CMMS will streamline maintenance operations, reduce administrative burden, improve data quality, and enhance responsiveness to community needs. The solution also enables better capital planning, lifecycle management, and interdepartmental coordination.
The City is leveraging a competitively procured agreement with Centricity GIS, Inc. that was originally established by the City of Lincoln following a formal solicitation conducted using procedures equivalent to the City of Santa Monica’s procurement requirements.
Lincoln’s solicitation generated thirteen (13) proposals, six (6) of which were shortlisted for demonstrations. As part of their evaluation, the City of Lincoln conducted a comprehensive review of available CMMS solutions in the market, comparing functionality, GIS integration, usability, and vendor qualifications. Through that competitive process, the City of Lincoln selected Centricity GIS, Inc. as the most qualified vendor offering the best combination of experience, technical competence, and pricing for a modern, GIS‑centric CMMS platform. Because the services being procured by the City of Santa Monica are substantially similar to those included in the original solicitation, and because the City is able to obtain them at the same or better pricing scaled to align to Santa Monica’s scope, the use of this contract meets the criteria for an exception to competitive bidding under the City’s Procurement Policy (ECB #523).
Vendor Selection
Exception to Competitive Bidding
Staff recommends Centricity GIS, Inc. to furnish and deliver professional services to implement and deploy Trimble Unity Maintain Elite as an exception to competitive bidding pursuant to the City’s Procurement Policy, per the Procurement approved ECB# 523.
c. Competitive procedures were followed by a governmental agency, including a federal, state, county, city, joint powers agency, special district, or cooperative purchasing agency consisting of one or more such agencies, that are equivalent to the procedures set forth in this Chapter, and the goods or services are both: (1) identical the same or substantially similar; and (2) supplied to the City at the same or better price as the price obtained by that agency;
Environmental Review
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The proposed recommendation to authorize agreements with Centricity GIS, Inc. are exempt from the provisions of the California Environmental Quality Act (CEQA) pursuant to Section 15061(b)(3) of the CEQA Guidelines (Common Sense Exemption).
The proposed action involves SaaS services and technology implementation and does not involve any physical expansion or construction activity. It can be seen with certainty that there is no possibility that the activity in question may have a significant effect on the environment. Therefore, no further environmental review under CEQA is required.
Financial Impact and Budget Actions
Staff seeks authority to approve available funding from the General Fund and the Airport Fund to award an agreement with Centricity GIS, Inc., for the implementation of a Trimble CMMS platform.
Agreement Request
Funding
Source
FY 2026-27
Request Amount
Future Years
Amount
Account # Total Contract
Amount
General Fund $307,629 C0108910.689000 $307,629
Airport Fund $45,000 57500002.529190 $45,000
General Fund $34,500 01500039.552010 $34,500
Airport Fund
(Contingency) $11,604 57500002.529190 $11,604
General Fund
(Contingency) $8,896 01500039.552010 $8,896
$307,629 $100,000 $407,629
Future year funding is contingent on Council budget approval. 6 of 6
Prepared By: Prasanna Joshi, Enterprise Architect & Digital Development Manager
Approved Forwarded to Council
Attachments:
A. Centricity_GIS_Oaks_Initiative_Disclosure_SIGNED
B. Centricity_GIS_Levine_Act_Disclosure_SIGNED