Title
Recommendation to Authorize the Interim City Manager to Execute a Five-Year Agreement with Centralsquare Technologies, LLC for Enterprise Asset Management System Licensing Fees, for a Total Cumulative Amount Not-to-Exceed $266,255. (Public Works 31041500)
Body
To: Honorable Mayor and Members of the City Council
From: Adam W. Politzer, Interim City Manager
EXECUTIVE SUMMARY
Staff recommends that City Council authorize a new agreement with CentralSquare Technologies, LLC (CentralSquare) for continued licensing and support of the City’s enterprise asset management (EAM) system for Fiscal Years (FY) 2026-27 through 2030-31. The EAM system is a critical operational tool used by the Public Works Department to manage asset inventories, condition assessments, and work histories across multiple infrastructure systems. Continued use of CentralSquare’s platform will ensure operational continuity, avoid significant costs and staff time associated with system replacement, and support efficient maintenance and planning of City of Alameda (City) assets.
BACKGROUND
On September 15, 2015, following a competitive solicitation, City Council awarded an agreement to Lucity for the purchase, configuration, and implementation of an EAM system. In 2019, Lucity was purchased by Centralsquare. The Public Works Department uses this platform to manage inventories, condition assessments, and work history for the City’s sewer, storm drain, building, fleet, street, pavement marking, sign, signal, sidewalk, and median assets.
On April 19, 2022, City Council awarded an agreement to Centralsquare for ongoing licensing and software support fees. That agreement was for five fiscal years, starting in Fiscal Year (FY) 2021-22 and terminating at the end of FY 2025-26.
DISCUSSION
CentralSquare’s EAM system continues to be a critical component of Public Works’ operations and meets the department’s current and anticipated needs. Staff recommend awarding a new agreement to CentralSquare for ongoing software licensing and support for FY 2026-27 through 2030-31 to maintain continuity of operations, preserve historical asset data, and avoid the significant cost and disruption associated with migrating to a new platform. The proposed agreement is included as Exhibit 1.
ALTERNATIVES
• Authorize the Interim City Manager to execute the Agreement as proposed.
• Direct staff not to renew the Agreement and to competitively solicit a new enterprise asset management system provider. This alternative would require significant staff time and additional costs to procure, configure, and migrate all Public Works asset data into a new system.
FINANCIAL IMPACT
Funds for this system are budgeted annually in the following Public Works operating budgets: 20% (60141580) Fleet Maintenance, 20% (50141600) Sewers, 20% (26441610) Storm, 10% (10041550) Streets, 10% (21141560) Streetlights, 10% (21141550) Traffic Signals, and 10% (60341590) Facility Maintenance. Any contract amount beyond FY 2026-27 will be subject to future available appropriations approved by the City Council.
MUNICIPAL CODE/POLICY DOCUMENT CROSS REFERENCE
This action is consistent with the Alameda Municipal Code. This action is subject to the Levine Act.
ENVIRONMENTAL REVIEW
This action does not constitute a “project” as defined in California Environmental Quality Act (CEQA) Guidelines Section 15378 and therefore no further CEQA analysis is required.
CLIMATE IMPACT
There are no identifiable climate impacts or climate action opportunities associated with the subject of this report.
RECOMMENDATION
Authorize the Interim City Manager to execute a five-year agreement with Centralsquare Technologies, LLC for enterprise asset management system licensing fees, for a total cumulative amount not to exceed $266,255.
Respectfully submitted,
Erin Smith, Public Works Director
Financial Impact section reviewed,
Ross McCarthy, Finance Director
Exhibit:
1. Agreement