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Pleasanton approves $175,000 contract amendment to accelerate citywide asset management plan
Summary
Council approved a first amendment to the professional services agreement with Cayuga Solutions to fund phase 3 of Pleasanton's asset management program, accelerating a citywide inventory and condition-assessment effort that has logged tens of thousands of assets so far.
Pleasanton City Council voted unanimously Feb. 4 to approve a contract amendment not to exceed $175,000 with Cayuga Solutions to begin phase 3 of the city's asset management program (CIP project 24460) and to extend the contract term to March 31, 2026. Staff said advancing phase 3 will let the city complete the work by the end of 2025 rather than 2026.
City Engineer Adam Nelke and an asset-management specialist from Cayuga Solutions described the work already completed and the intended next steps. Project leads said the effort has created a comprehensive asset-data foundation: roughly 79,000 individual assets have been documented to date, with inventories or condition assessments already entered for buildings, parks and trails, fleet and public utilities. The team described examples such as the Del Prado Park inventory and an asset-condition color coding system to indicate immediate, near-term and longer-term needs.
Cayuga's presentation explained how the asset database will feed an implementation platform (IRIS) that consolidates data from GIS, the city's maintenance management system (MainStar), financial records and other sources. The platform will model condition decay, predict failure windows and produce funding and prioritization scenarios for the capital-improvement program. Consultants showed model outputs illustrating how increased annual investment can reduce the volume of high-risk backlog over a multi-year horizon.
Nelke said phase 3 will focus on integration, predictive modeling and building workflows so that routine maintenance and CIP planning draw directly from the asset database. Staff proposed to finish the remaining field inventory work by August and complete phase 3 integration by December 2025.
Motion and vote: The council approved the contract amendment to Cayuga Solutions for up to $175,000 and extended the contract to March 31, 2026. The motion passed unanimously.
Staff said the database will remain the city's data and that Cayuga will deliver the data and work with IT for transfer if services are later discontinued. Council members asked about ongoing software and administration costs and whether the city can avoid duplicative data entry; staff said cloud-based subscriptions and an administrative role will be part of ongoing operations and that work-order and master-plan data will be integrated rather than re-entered manually.
