Title
Adopt a Resolution to Approve Annual Renewal for Fiscal Year 2022-2023 with Brightly Software (formerly Dude Solutions, Inc.) for Facilities Management Software Suite (Asset Essentials and Capital Forecast), Mobile 311, Parks, and Water Plant Management Software Systems for the Amount of $103,075.62
Staffreport
COUNCIL PRIORITY
• Infrastructure
SUMMARY
Agreement to renew software licenses for the City’s Facilities Management Systems with Brightly Software.
RECOMMENDATIONS
Staff recommends that the City Council approve and authorize the City Manager to execute an agreement to renew software licenses with Brightly Software for $103,075.62 in Fiscal Year 2022-2023. The suite of business applications includes modules for the City’s Facilities Management Systems, Mobile 311 System, and systems for Parks & Forestry and Water Plant Treatment & Management.
BACKGROUND
The City of San Leandro has maintained an annual subscription contract with Brightly Software (formerly Dude Solutions, Inc.) since 2015, after the company was selected during an RFP process.
Analysis
The City of San Leandro subscribes to a suite of cloud-based applications from Brightly, including Capital Forecast and Asset Essentials, which make up the City’s Facilities Management System.
Brightly is also the provider of the Mobile 311 application, which the City uses under the name “My SL”.
Staff has implemented additional modules, including ProFacilities/Physical Plant and Pro Treatment, both used in the Water Pollution Control Plant; and Pro Parks, Recreation, and Forestry, used to manage the City’s Public Parks and Trees.
This Software-as-a-Service (SaaS) package is used extensively by the Public Works Department and provides core functions required to maintain and manage City facilities, parks, assets, and the Water Pollution Control Plant, along with the administration of the My-SL program, which involves several City Departments.
The City is charged an annual subscription license fee that provides Staff with access to the online systems. In addition, the vendor provides software updates and technical support. This annual renewal covers all the licenses needed by Staff to fully utilize the software.
Previous Actions
• On September 7, 2021, the City Council approved an updated Annual Renewal for Fiscal Year 2021-2022 with Dude Solutions, Inc. with the addition of software modules for Parks & Forestry and Water Plant Treatment & Management, for a total of $93,705.12.
• On October 19, 2020, the City Council approved Annual Renewals for Fiscal Years 2020-2021 and 2021-2022 with Dude Solutions, Inc. for Facilities Management System and Mobile 311 System for the Combined Amount of $107,248.62;
• On July 16, 2018, the City Council approved an annual renewal agreement with Dude Solutions, Inc. for FY2018-2019 for the amount of $52,610.25
Legal Analysis
The City Attorney’s office reviewed and approved the software renewal agreement.
Financial Impacts
Sufficient funds are included in the Fiscal Year 2022-2023 IT operating budget for software licenses:
• IT Operating Budget, Account 688-13-001-5311: $103,075.62
This Council action will not impact fund balance because there are funds available in the FY2022-2023 adopted budget.
ATTACHMENT
Attachment A: Resolution Brightly Software Renewal 2022-2023
Attachment B: Brightly Software Renewal - 1 year
PREPARED BY: Michael Hamer, Acting Chief Information Officer, City Manager’s Office