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STRATEGIC OUTCOMES |
ACTION |
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Department: |
☐ Safe & Prosperous |
☒ Motion |
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Finance |
☐ Active & Appealing |
☐ Resolution |
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☐ Respected & Responsible |
☐ Ordinance - Introduction |
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Division: |
☒ Connected & Engaged |
☐ Ordinance - Adoption |
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Procurement |
☐ Unique & Creative |
☐ Public Hearing |
TITLE:
title
Cooperative Purchase Agreement: OpenGov Asset Management Software Subscription Renewal and Department Expansion
end
SUMMARY RECOMMENDATION:
Summary Recommendation
Authorize the use of the National Cooperative Purchasing Alliance (NCPA) Cooperative Purchase Agreement for a three-year renewal of asset management software subscription “OpenGov”, including expansion to the Utilities and Facilities Management Departments, for a total estimated expenditure of $750,000.00 to Vertosoft, Leesburg, Virginia. (CPA-25-194) (Isaiah Kirk/Robin R. Wilson)
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STRATEGIC OUTCOME:
OpenGov continues to align with the City Council’s strategic outcome of Connected and Engaged by serving as the central platform for asset management across the City. Expanding the system to include the Utilities and Facilities Management Departments further standardizes asset tracking, consolidates workflows, and enhances productivity, transparency, and citizen engagement across all operational areas.
REPORT:
In FY2025, the City implemented OpenGov’s Asset Management Software to replace outdated systems and manual tracking methods, addressing critical inefficiencies identified in the Parks, Arts, Recreation, and Trails (PART) Plan and in operational assessments for Public Works, Parks, and other divisions. The system now supports asset tracking, service requests, and future projections across Transportation, Stormwater, Traffic Signals, and Parks and Recreation.
Building on this progress, the FY2026 renewal will expand the platform to include the Utilities and Facilities Management Departments, further unifying asset management practices citywide. The addition of Utilities will centralize oversight of water, wastewater, and related infrastructure, improving maintenance scheduling, regulatory compliance, and long-term capital planning. Facilities integration will strengthen lifecycle tracking, preventive maintenance, and energy efficiency monitoring across City-owned buildings.
OpenGov’s integration with SeeClickFix and GIS continues to support data-driven decisions, streamline operations, and improve cost efficiency. Public feedback tools help the City prioritize service delivery based on resident input, while GIS analytics enable targeted investment in high-use and high-risk assets. Mobile access remains a key feature, allowing field crews to manage work orders in real time, while the Scenario Builder tool supports strategic planning by modeling maintenance strategies and forecasting budget impacts.
With this renewal and expansion, the City reaffirms its commitment to delivering accountable, sustainable services that meet current and future community needs. The software is provided through a subscription license requiring a three-year term, with a first-year payment of $350,000 for installation and configuration, followed by annual payments of $200,000, for a total expenditure of $750,000.
FISCAL REQUIREMENTS:
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CITY FUNDS: |
$ 350,000.00
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BUDGETED: |
$ 350,000.00
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STATE FUNDS: |
$ 0.00
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AVAILABLE TO TRANSFER: |
$ 0.00
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FEDERAL FUNDS: |
$ 0.00
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IN CONTINGENCY: |
$ 0.00
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OTHER SOURCES: |
$ 0.00
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FUNDING: ACCOUNT/FUND #/CIP
General
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TOTAL |
$ 0.00
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FISCAL IMPACT STATEMENT:
Sufficient budget authority for FY 2026 and the multi-year renewal are programmed in the FY 2026 City Council approved budget and financial forecast, contingent on appropriations.
ADDITIONAL INFORMATION:
SUPPORTING DOCUMENTS NOT ATTACHED TO THE CITY COUNCIL ACTION FORM THAT ARE ON FILE IN THE OFFICE OF THE CITY CLERK:
None
IF CITY COUNCIL ACTION INCLUDES A CONTRACT, LEASE OR AGREEMENT, WHO WILL BE RESPONSIBLE FOR ROUTING THE DOCUMENT FOR SIGNATURE AFTER CITY COUNCIL APPROVAL?
☒ Department
☐ City Clerk’s Office
☐ Document to be recorded
☐ Document to be codified
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Acting City Administrator: |
Date: |
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John D. Simonton |
8/26/2025 |
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Reviewed by City Attorney: |
Date: |
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Richard W. Files |
8/25/2025 |