SUBJECT/RECOMMENDATION:
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Authorize a purchase order with Trimble, Inc. of Westminster, CO, for computerized maintenance and management system (CMMS) software in the amount of $270,214.79, for the term June 1, 2026 - October 31, 2027, pursuant to Clearwater Code of Ordinances Section 2.563(1)(d), Non-Competitive Purchase (Impractical), and authorize the appropriate officials to execute same. (consent)
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SUMMARY:
Authorization is requested to purchase additional licensing from Trimble, Inc. for the continued use and expansion of the City's Trimble Unity Maintain (TUM) (formerly Cityworks) computerized maintenance management system (CMMS) software-as-a-service (SaaS) platform in the amount of $270,214.79 for the period of June 1, 2026, through October 31, 2027.
In October 2023, the City approved the use of Cityworks Online Premium software as its enterprise asset management and computerized maintenance management system, replacing the City's Oracle Work and Asset Management (OWAM) platform. Since that time, Azteca Systems, the developer of Cityworks, was acquired by Trimble, Inc., and the software platform has been rebranded as Trimble Unity Maintain (TUM).
This purchase includes 215 user licenses under the Trimble Unity Maintain Elite SaaS Enterprise License Agreement (ELA), as well as access to Trimble Unity Maintain Application Programming Interfaces (APIs) for integration with commercially available applications and third-party systems.
Trimble Unity Maintain serves as the City's standardized enterprise asset management and work order management platform. Continued use of the software maintains compatibility with the City's established business processes, asset inventories, GIS integrations, work order management functions, reporting tools, and historical data. Procuring an alternative platform would require significant costs associated with software acquisition, implementation, system reconfiguration, data migration, staff training, and integration with existing city systems, while also disrupting ongoing operations. As a result, the purchase of additional licenses from Trimble is considered impractical to competitively procure due to the City's existing investment in and standardization of the Trimble Unity Maintain platform.
The additional licenses are required to support the full deployment of the system within the Public Utilities Department and begin the second phase of implementation within the Public Works Department, allowing additional users to access and utilize the City's standardized asset and maintenance management platform. As implementation expands to other departments, future requests for additional licenses will be brought forward for approval as needed.
APPROPRIATION CODE AND AMOUNT:
Funds are budgeted and available in the Information Technology Admin Services budget codes 5559864-530300 (Contractual Services) & 530500 (Maintenance Contracts) for the current support year, FY26. The Information Technology department is funded by revenues from the Administrative Services Fund, an internal service fund of the city responsible for the administration of city-wide technology services. Future maintenance (FY27) will be budgeted in the Information Technology operating budget and included in their services charge back to user departments in the respective Information Technology Admin Services budget line items.
STRATEGIC PRIORITY:
This purchase will facilitate the enterprise asset management project and support all the objectives of a High Performance Government, as well as waste reduction (Environmental Stewardship) and collaborative engagement and inclusive decision making (Superior Customer Service).
