Agenda Item #13.7
For Council Meeting of: June 16, 2026
CITY OF SANTA ROSA
CITY COUNCIL
TO: MAYOR AND CITY COUNCIL
FROM: JENNIFER BURKE – DIRECTOR, SANTA ROSA WATER
SUBJECT: FIFTH AMENDMENT TO PROFESSIONAL SERVICE AGREEMENT NUMBER F001766 WITH WOOLPERT, INC.
AGENDA ACTION: MOTION
RECOMMENDATION
Santa Rosa Water recommends that the Council, by motion, approve the Fifth Amendment to Professional Services Agreement Number F001766 with Woolpert, Inc., Dayton, Ohio to extend the time of performance on the current license until September 30, 2026 and purchase the annual license for Trimble’s “Unity” Platform in the amount of $191,400.00, for a total contract not to exceed $2,514,867.00, and authorize the City Manager to make non-substantive changes to the Amendment, subject to approval as to form by the City Attorney, and execute the Amendment. This item has no impact on current fiscal year budget.
EXECUTIVE SUMMARY
Woolpert, Inc. has provided implementation services and software licenses for Cityworks since June 5, 2018, when the Council approved Professional Services Agreement No. F001766. Trimble will discontinue support for the City’s current Cityworks license on September 30, 2026. To maintain necessary security support, the City must upgrade to Trimble’s Unity Platform, a cloud-based service. The Fifth Amendment to Professional Services Agreement No. F001766 would extend the current Cityworks license term through September 30th, 2026, and authorize the purchase of the upgrade to Trimble’s Unity Platform and new license through June 30, 2027.
GOAL
This item relates to Council Goal #2 - Invest in the Development and Maintenance of the City's Infrastructure and effective management of infrastructure asset data.
BACKGROUND/PRIOR COUNCIL REVIEW
On June 5, 2018, the City Council approved contract F001766 funding to replace the current Enterprise Asset Management System “Hansen” with “Cityworks.” This approval was for both the software license for Cityworks and consulting for the configuration of the system with Woolpert, Inc. for a total maximum compensation of $1,641,708.00.
On December 30, 2019, the City Manager approved the First Amendment to F001766 for additional funding of $49,713.00 for Woolpert, Inc. to rescope the project due to changes in the needs of the City of Santa Rosa after the Tubbs Fire.
On March 30, 2020, the City Manager approved the Second Amendment to F001766 to correct a clerical error in the first amendment. There was no change to funding or performance date.
On April 14, 2020, the City Council approved the Third Amendment to F001766 for additional funding of $264,846.00 for a scope update to the project after the Tubbs Fire.
On July 21, 2023, the City Council approved the Fourth Amendment to F001766 for extension of the Cityworks software license, with additional funding of $367,200.00 and to extend the performance period through June 30, 2026.
ANALYSIS
On April 23, 2026, Trimble provided a quote through Woolpert, Inc. providing an extension to the time of performance on the current license until September 30, 2026, conditioned upon the City purchasing licenses and upgrade to Trimble’s replacement for Cityworks called “Unity.” The current amendment is to approve funding of $191,400.00 and extend the performance date through June 30, 2027.
The migration to Unity reflects an industry-wide transition toward cloud-based software platforms. Many software providers are requiring customers to move to their cloud-based offering to prevent the need to create software patches for security. In cloud-based packages the vendor manages all updates eliminating the need for servers to be maintained by the customer’s on-premise Information Technology Teams. Benefits include:
The new product is in the cloud and offers better security and functionality.
There will be cost savings due to less need for IT staff to maintain servers and manage upgrades.
There are cost savings due to less need for consulting support for upgrades.
The Amendment contains unfavorable non-standard terms for the City including, but not limited to, limited warranty terms, limitations of liability, and unfavorable indemnity.
FISCAL IMPACT
This item has no impact on FY 2025-2026 budget. Current budgets within the IT Allocation budget will meet the requirement for appropriations as previously approved by Council. Upcoming budget adoptions in the years FY 2026-2027 through FY 2028-2029 will include this expense going forward.
ENVIRONMENTAL IMPACT
Pursuant to CEQA Guidelines Section 15378, the recommended action is not a “project” subject to the California Environmental Quality Act (CEQA) because it does not have a potential for resulting in either a direct physical change in the environment or a reasonably foreseeable indirect physical change in the environment. In the alternative, the recommended action is exempt from CEQA pursuant to CEQA Guidelines Section 15061(b)(3) because it can be seen with certainty that there is no possibility that the recommended action may have a significant effect on the environment.
BOARD/COMMISSION/COMMITTEE REVIEW AND RECOMMENDATIONS
Not Applicable.
NOTIFICATION
Not Applicable.
ATTACHMENTS
Attachment 1 – Fifth Amendment to Professional Services Agreement Number F001766 with Woolpert, Inc.
PRESENTER(S)
Jeannine Saragossa – Department Information Technology Supervisor, Santa Rosa Water FIFTH AMENDMENT TO PROFESSIONAL SERVICE AGREEMENT NUMBER F001766 WITH WOOLPERT, INC.
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