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Report Regarding a Resolution Authorizing an Agreement with Trimble Unity Construct for Capital Project Management Software and Support Services and approving Budget Amendment Number 26.031) (John Wilson, Senior Engineer)
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RECOMMENDATION
Recommendation
Staff recommends that the City Council adopt a resolution authorizing an agreement with Trimble Unity Construct for capital project management software and support services and approving Budget Amendment Number 26.031.
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BACKGROUND/DISCUSSION
The City of South San Francisco relies on Trimble Unity Construct (formerly e-Builder, Inc.) as its cloud-based capital project management software. Unity Construct provides critical functionality for tracking project schedules, budgets, workflows, communications, reporting, and dashboards, and has been fully integrated into the City’s Capital Improvement Program (CIP) since 2017.
In 2017, the City executed an agreement with e-Builder, Inc., and in 2022 the City Council approved a First Amendment extending the agreement through November 2025. Since then, e-Builder has rebranded as Trimble Unity Construct.
The City is now upgrading its Enterprise Resource Planning (ERP) system to Workday. Integration between Unity Construct and Workday will be critical to ensure seamless project and financial management. While subscription costs cover the software platform, integration will require dedicated funding.
Sole Source Justification
Unity Construct is already fully integrated into the City’s CIP project delivery workflows, reporting structures, and historical project data. Replacing the system at this time would require costly re-implementation, migration of eight years of project data, retraining of staff, and disruption to ongoing capital projects. For reasons of continuity and efficiency, staff recommends continuing with Unity Construct as a sole source vendor.
FISCAL IMPACT
Annual service and maintenance fees for a five-year period are estimated at $625,000. The annual service fee for the term beginning November 8, 2025, is estimated at $100,000 and are expected to increase by up to 5% annually. Miscellaneous service orders up to $25,000 per year are anticipated for added features. These costs will be funded from the Information Technology Department’s Operating Budget, Software Maintenance account (785-16110-5040). Future costs will continue to be budgeted in the IT Internal Service Fund.
ERP integration costs are estimated at $150,000 and will be funded through the ERP Implementation Reserve. Budget Amendment No. 26.031 has been reserved for this purpose.
No General Fund appropriation is required.
RELATIONSHIP TO STRATEGIC PLAN
Approval of this action supports the City’s Strategic Plan priority of Operational Excellence and Quality of Life by ensuring the City maintains efficient, transparent, and coordinated processes for the delivery of capital infrastructure projects.
CONCLUSION
Staff recommends that the City Council adopt a resolution authorizing an agreement with Trimble Unity Construct for capital project management software and support services.
Associated Documents
Attachment A - eBuilder Consulting Services Agreement and 2022 First Amendment
Attachment B - 2017 eBuilder Staff Report Presentation
Legistar Files 17-956: Prior Resolution Authorizing Consultant Services Agreement
Legistar Files 21-910: Prior Resolution Authorizing First Amendment