SUBJECT/RECOMMENDATION:
Title
Approve a contract amendment with Black and Veatch of Overland Park, KS for project management and software implementation services in support of Phase II - Enterprise Asset Management System for Public Works in an amount of $1,654,053 for on-going configuration, maintenance and support of the Trimble Unity Maintain asset management product, beginning October 1, 2026, through October 31, 2029, for a new total not to exceed amount of $3,641,262.00 pursuant to Clearwater Code of Ordinances Section 2.563(1)(d), Impractical, and authorize the appropriate officials to execute same. (consent)
Body
SUMMARY:
The city-initiated implementation of a new enterprise asset management (EAM) platform (Trimble Unity Maintain) in 2024 to provide work & asset management solutions for multiple departments, with Phase I focused on Public Utility operations (water production, water distribution, wastewater collection, wastewater treatment, and reclaimed water distribution). EAM is a documented, systematic approach to managing physical infrastructure and documenting operational maintenance activities to maximize infrastructure service life and anticipate resource needs for its operation and eventual replacement.
Black and Veatch was selected as the city’s implementation services provider through an RFP issued in 2023. Black and Veatch is a Platinum services partner for Trimble’s EAM product offering. Maintaining continuity of system design and configuration logic is critical to sustaining project momentum, process efficiencies, and enterprise training efforts.
Phase II of the project (Public Works) includes the addition of EAM for stormwater management, streets & sidewalks, urban forestry, right-of-way management, parking and traffic operations, survey, engineering and construction, and warehouse management; $1,629,264.00.
This contract also includes professional services for the pilot implementation of Trimble Unity Construct for use by the engineering department in capital project planning, design and construction management (a separate statement of work is attached to this item); $24,789.00. If approved, a separate statement-of-work and contract amendment will be processed for approval.
Approval of this item will also extend ongoing product support of Phase I implementation through 9/1/2028 (support services were initiated on 9/2/2025); $347,600.00.
The Phase II project timeline is anticipated to be 12-18 months for implementation of Public Works operations. Phase III implementation (CGS Energy; natural gas utility operations) will take an additional 12-18 months and be brought to council in 2027/28 as a separate contract amendment approval item.
APPROPRIATION CODE AND AMOUNT:
Funds are budgeted and available in capital project C2412, Enterprise Asset Management, for implementation services and software. This project is funded by revenues from the Stormwater Utility Enterprise Fund (for costs related to stormwater management), the General Fund (for costs related to streets & sidewalks, urban forestry, right-of-way management, traffic operations, survey, engineering and construction, and warehouse management) and the Parking Enterprise Fund (for costs related to parking operations).
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).
