TO: Committee of the Whole - Finance, Administration, and Communications
FROM: Mayor Angela Birney
DEPARTMENT DIRECTOR CONTACT(S):
|
Technology and Information Services |
Michael Marchand |
425-556-2173 |
DEPARTMENT STAFF:
|
Technology and Information Services |
Jeremy Mikkola |
Business Solutions Manager |
TITLE:
title
Approval of the Lucity Enterprise Asset Management Cloud Contract, in the Amount of $390,816, to Support Modernization of the City’s Enterprise Asset Management System
OVERVIEW STATEMENT:
recommendation
Approve the Mayor to sign an updated contract with Lucity in support of modernizing the City’s enterprise asset management system to a cloud-based platform.
The Lucity Cloud Support contract totals $390,816 for the initial five-year term (January 2027- December 2031) and outlines annual-year renewal terms thereafter.
body
☒ Additional Background Information/Description of Proposal Attached
REQUESTED ACTION:
☐ Receive Information ☒ Provide Direction ☐ Approve
REQUEST RATIONALE:
• Relevant Plans/Policies:
Lucity Cloud Migration is in the 2025-2026 Business Technology Investment Program (BTIP) Plan.
• Required:
Council is required to approve contracts that exceed $50,000.
• Council Request:
N/A
• Other Key Facts:
N/A
OUTCOMES:
The proposed contract, which was originally approved during 2025-2026 BTIP planning, transitions the City to a modern, cloud-based platform that reduces reliance on internal hardware, software, and support resources.
Automated updates within Lucity’s cloud environment eliminate manual patching, resource-demanding version upgrades and scheduled outages, ensuring the City consistently benefits from the latest version, features and security protections. By leveraging Lucity resources to manage system related infrastructure demands, we can continue to ensure system stability while strengthening reliability efforts through redundant infrastructure and offsite disaster recovery-significantly reducing any unforeseen downtime for residents and staff. This shift allows Technology and Information Services (TIS) staff to focus their efforts on higher value support for City departments and customers while strengthening overall service resilience and operational efficiency.
Transitioning to Lucity’s cloud platform continues TIS’s ability to provide the City with a system based on a proven foundation, with the vendor managing ongoing enhancements to system reliability, security, and efficient support of regular system maintenance. By partnering with Lucity for this significant migration effort, we can leverage the expertise of our trusted asset management vendor of over 13 years. This long-standing relationship helps ensure a smooth transition to the cloud, with on-time project execution and high-quality delivery that supports the City’s long-term operational needs.
COMMUNITY/STAKEHOLDER OUTREACH AND INVOLVEMENT:
• Timeline (previous or planned):
Estimated Timeline for Initial Implementation is January 2027
• Outreach Methods and Results:
N/A
• Feedback Summary:
N/A
BUDGET IMPACT:
Total Cost:
$390,816
Approved in current biennial budget: ☒ Yes ☐ No ☐ N/A
Budget Offer Number:
Technology Solutions 294 and BTIP Projects 343
Budget Priority:
Vibrant and Connected
Other budget impacts or additional costs: ☒ Yes ☐ No ☐ N/A
If yes, explain:
2027-28 biennium contract cost of $195,408 is funded by $135,492 already allocated in the 2027-2028 TIS Operational Budget; Lucity Cloud Migration BTIP will cover remaining $59,916.
Funding source(s):
520 Operating Budget, BTIP Funding
Budget/Funding Constraints:
N/A
☐ Additional budget details attached
COUNCIL REVIEW:
Previous Contact(s)
|
Date |
Meeting |
Requested Action |
|
N/A |
Item has not been presented to Council |
N/A |
Proposed Upcoming Contact(s)
|
Date |
Meeting |
Requested Action |
|
10/20/2026 |
Business Meeting |
Approve |
Time Constraints:
N/A
ANTICIPATED RESULT IF NOT APPROVED:
If this proposal is not approved, the City will forfeit roughly $103,412 in vendor incentives, which includes waiving of implementation costs, no first-year cloud support fee and a fixed year-over-year cost vs normal 5% annual uplift fee. Lucity on premises servers make up 6.5% of our current City servers overall, migrating to cloud infrastructure would have significant hardware cost savings, in addition to the roughly 240 staff hours per year currently required to perform Lucity upgrades, patches, and maintenance which can be redirected to support other essential and high-demand City technology services.
ATTACHMENTS:
Attachment A: CentralSquare Lucity EAM Cloud Agreement