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Page 1 of 3 <br />Item #13 <br /> CITY COUNCIL AGENDA REPORT <br /> <br />September 16, 2025 <br />Public Works - Engineering Division <br /> <br />TITLE: AUTHORIZE THE CITY MANAGER TO ENTER INTO THE FOURTH <br />AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT WITH <br />MAINTSTAR, INC. FOR ASSET MANAGEMENT PLAN PROJECT, CIP NO. 24460 <br />FOR ADDITIONAL FUNDS IN THE AMOUNT OF $90,450, FOR A TOTAL <br />CONTRACT AMOUNT NOT-TO-EXCEED $630,892 <br /> <br />SUMMARY <br />The Asset Management Plan (AMP) will serve as an integrative planning document, <br />consolidating the City’s various master plans and inventories to guide the overall management <br />of the City’s infrastructure. Kayuga Solution, Inc. is under contract to complete the AMP. The <br />City’s computerized maintenance management system (CMMS), MaintStar, will serve as the <br />primary portal for data entry, and the system will require updates to incorporate the new assets <br />identified through the AMP. <br /> <br />GHD, Inc. was initially contracted to complete the CMMS integration; however, the departure <br />of the assigned key staff member resulted in a lack of familiarity and experience with the City’s <br />assets and system. MaintStar Inc. staff possess the necessary expertise with both the software <br />and the City’s system to successfully complete the integration. In addition, MaintStar Inc. will <br />provide hosting services to enable data sharing between the two systems. Staff recommends <br />amending the agreement with MaintStar, Inc. in the amount of $90,450 to provide integration <br />and hosting services. <br /> <br />RECOMMENDATION <br />1. Authorize the City Manager to enter into the fourth amendment to the professional <br />services agreement with MaintStar, Inc. for Asset Management Plan Project, CIP No. <br />24460 for additional funds in the amount of $90,450, for a total contract amount not-to- <br />exceed $630,892 <br /> <br /> <br />BACKGROUND <br />The City’s ONE Pleasanton five-year strategic plan includes a City Council priority <br />strategy Investing in Our Environment, C. 2. to develop an Asset Management Plan (AMP) to <br />support comprehensive long-term planning for the maintenance, renovation, repair, and <br />replacement of infrastructure and public facilities. This strategy was affirmed by the City <br />Council as a top priority for the current fiscal year at the City Council retreat in January 2025. A <br />key component of this strategy is to integrate the separate asset tracking programs currently <br />used by various departments into a single reporting and planning platform. The Asset <br />Management Plan project, CIP No. 24460, was established to oversee this effort, with Kayuga <br />Solution, Inc. (Kayuga) and GHD, Inc. (GHD) selected to complete the work. GHD’s scope of <br />work focused on updating the City’s computerized maintenance management system <br />Docusign Envelope ID: 494E2002-D93F-45A9-B427-BE20A58023A5