To: MAYOR AND CITY COUNCIL
From: MIKE COOK, INFORMATION TECHNOLOGY DIRECTOR
TITLE
title
APPROVE AN AGREEMENT WITH BRIGHTLY SOFTWARE INC. (A SIEMENS COMPANY) FOR THE PURCHASE AND IMPLEMENTATION OF BRIGHTLY ASSET ESSENTIALS (AN ASSET MANAGEMENT PLATFORM) FOR AN AMOUNT NOT TO EXCEED $58,477.28 AND THE TERM SEPTEMBER 1, 2026 TO JULY 31, 2027
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EXECUTIVE SUMMARY
The Public Works Department has identified the need to transition from a basic work order system to a modern asset management platform capable of maintaining comprehensive information regarding the condition, maintenance history, and expected lifecycle of City facilities and infrastructure. Following a review of available systems, including demonstrations conducted in coordination with the Information Technology Department, Brightly Asset Essentials, from Brightly Software, Inc. (Brightly), was selected as the solution that best meets the Department's operational needs.
Asset Essentials will provide Public Works with expanded work order functionality while also establishing a centralized repository for information regarding City assets. The system will allow the City to track information such as the age and condition of building components, roofs, HVAC equipment, electrical equipment, and other critical infrastructure. The platform also supports document inspection, maintenance history, preventative maintenance scheduling, and maintains supporting documentation such as equipment manuals, as-built drawings, diagrams and other records.
The proposed Agreement also includes implementation of Brightly's Geographic Information System (GIS) integration, which allows assets maintained within the City's GIS environment to be associated with corresponding asset and maintenance information in the Asset Essentials platform.
BACKGROUND
The City's 2026-2027 Strategic Plan includes an objective for Public Works to procure and implement a facilities management software system and prepare a solicitation for a facilities inventory and condition assessment. Implementation of Asset Essentials represents the first component of that objective. Following implementation of the software, staff anticipates returning to the City Council for consideration of a request for proposals for a comprehensive facility condition assessment. Information developed through the assessment would be incorporated into Asset Essentials to establish a long-term asset inventory and condition database. The goal of the assessment will be to identify and prioritize future projects and investments to maintain the City’s building facilities to standards as adopted by the City. The information will support objective and informed decision-making during budget cycles, and when considering other financing mechanisms such as grants, bonds, and partnerships.
Modernizing the City’s asset management systems requires a centralized digital platform to maintain the information necessary to properly operate and maintain those assets. In addition to condition and maintenance information, the platform can host equipment manuals, warranties, service records and recommendations, as-built drawings, diagrams, and other technical documentation that is currently maintained in dispersed locations, if at all. Centralizing this information will make it easier for employees to access the collection of materials and assist with planning, budgeting, scheduling, and ultimately performing the work.
The Public Works Department currently utilizes OPRA as its primary work order management system. OPRA has been in use for nearly twenty years and provides basic functionality for creating, assigning, tracking, and closing work orders. However, the system has significant limitations, including a named-user licensing model that restricts access to a relatively small number of employees, limited reporting capabilities, and little functionality beyond traditional work order tracking of employees’ activities. It does not record a history of the asset condition, systematically track repair activities or costs, log user rates for material and supply consumables, or proactively schedule preventive maintenance tasks.
Prior to initiating the procurement process, Public Works staff developed operational requirements for a replacement system and worked with the Information Technology Department to evaluate available software products that would help modernize the City’s system. Staff participated in multiple product demonstrations, including solutions offered by Tyler Technologies, CivicPlus, and Brightly. The evaluation considered usability, implementation demands, work order management capabilities, asset management functionality, licensing, the ability to support a broader group of Public Works employees, and integration with the City's existing technology environment. Particular consideration was also given to GIS integration, as a significant portion of the City's infrastructure is already documented within the City's GIS environment. Ultimately, staff determined that Brightly Asset Essentials offered the best overall combination of value, usability, asset management functionality, and GIS integration for Public Works' requirements.
Asset Essentials expands considerably upon the functionality available through the City's existing work order system. In addition to managing corrective work orders, the platform will allow Public Works to develop individual asset records, maintain maintenance histories, establish preventative maintenance schedules, associate documents with assets, and develop information regarding asset age, condition, and lifecycle.
Staff recommends approval of the Agreement with Brightly Software, Inc. which will be procured utilizing a cooperative purchasing agreement that allows the City to access competitive pricing and terms based on the purchasing power of the cooperative organization without having to utilize City resources to develop and complete its own competitive purchasing process. Pricing for the proposed system is provided through OMNIA Partners Contract No. R210702 for Facilities Management Software & Solutions.
COORDINATION
Information Technology and Public Works staff worked directly with Brightly to structure the Agreement. The Agreement has been approved as to form by the City Attorney’s Office.
FISCAL IMPACT
The initial 11-month agreement includes $34,203.23 for Asset Essentials software licensing and $24,274.05 for one-time implementation services, for a total amount not to exceed $58,477.28. Funding for the initial purchase and implementation is available in the Information Technology Fund. Optional renewals for up to 4 additional years are capped at a 3% cost escalation each year.
APPROVED BY:
Mike Witzansky, City Manager
ATTACHMENTS
• Agmt - Brightly Software, Inc.
• Insurance - Brightly Software, Inc.