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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: t
Cooperative Purchase Agreement: OpenGov Asset Management Software Subscription
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SUMMARY RECOMMENDATION: Summary Recommendation
Authorize the use of the National Cooperative Purchasing Alliance (NCPA) Cooperative Purchase Agreement for a three-year asset management software subscription “OpenGov” for a total estimated expenditure of $550,000.00 to Vertosoft, Leesburg, Virginia. (PW/PR/IT-CPA-25-194) (Joel Olea/Eric Urfer/Isaiah Kirk/Robin Wilson)
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STRATEGIC OUTCOME:
OpenGov software suite aligns with the City Council's strategic outcome of Connected and Engaged by serving as the central tool for asset management across the City, standardizing asset tracking, consolidating workflows, and enhancing productivity.
REPORT:
Staff is currently utilizing an outdated asset management software. Currently multiple departments are using various applications, and manual methods, which creates inefficiencies in tracking asset values, service requests, and future projections. These gaps hinder accurate budgeting and resource planning which was identified as a critical deficiency in the Parks, Arts, Recreation, and Trails (PART) Plan, as well as in other departmental operational assessments.
Transitioning to OpenGov’s Asset Management Software will allow the City to manage infrastructure, such as Transportation, Stormwater, Traffic Signals, Parks and Recreation, and Facilities, through a unified, modern system. This platform integrates with SeeClickFix for citizen reporting and with Geographic Information System (GIS) for spatial data analysis, supporting data-driven decisions, streamlining operations, and improving cost-efficiency. Additionally, the platform promotes public engagement, regulatory compliance, and transparency, facilitating efficient, sustainable, and accountable City services.
OpenGov’s integration with GIS equips the City with a powerful, centralized asset management system, enhancing location-based tracking, historical data layering, and predictive maintenance across various domains.
By consolidating asset oversight, this system improves regulatory compliance, optimizes maintenance schedules, and supports proactive resource management through data-driven decision-making.
The inclusion of public feedback tools like SeeClickFix empowers the City to make resource allocation and service delivery decisions informed by resident input. GIS-based analytics enable in-depth spatial analysis, allowing the City to prioritize assets in high-use areas, environmental impact zones, and high-risk locations. With SeeClickFix, resident-reported issues are mapped geographically, providing staff a clear view of public concerns. This combined approach ensures resources are allocated effectively, targeting areas with concentrated service requests and prioritizing maintenance where it will benefit residents most.
Mobile access to OpenGov enhances work order management and field operations. Field crews can create, update, and close work orders in real time, improving coordination and responsiveness across transportation, parks, facilities, and other areas. Supervisors can manage tickets centrally and adjust priorities as needed. Additionally, SeeClickFix issues are automatically converted into OpenGov work orders, streamlining the process from citizen request to resolution.
OpenGov’s Scenario Builder allows the City to model different strategies for asset maintenance and upgrades, helping optimize costs and plan strategically. This tool provides a spatial view of budget forecasting and resource allocation, enabling staff to assess the financial and operational impacts of various approaches. Predictive maintenance, powered by GIS mapping and historical data, minimizes emergency repairs, reducing unexpected costs and extending asset lifespans.
With a unified reporting dashboard, moving to OpenGov, the City gains real-time insights into asset conditions, costs, and maintenance activities. GIS integration and public feedback capabilities empower data-driven decisions, foster community engagement, and ensure transparency. Ultimately, this transition positions the City to deliver accountable, sustainable services that efficiently meet current and future community needs.
The software is accessible through subscription licensing requiring a three-year term with first year payment of $250,000.00 for installation and configuration and annual payments of $150,000.00 for a total expenditure of $550,000 for the subscription.
FISCAL REQUIREMENTS:
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CITY FUNDS: |
$ 550,000.00 |
BUDGETED: |
$ 550,000.00 |
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STATE FUNDS: |
$ 0.00 |
AVAILABLE TO TRANSFER: |
$ 0.00 |
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FEDERAL FUNDS: |
$ 0.00 |
IN CONTINGENCY: |
$ 0.00 |
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OTHER SOURCES: |
$ 0.00 |
FUNDING: ACCOUNT/FUND #/CIP |
TOTAL $ 550,000.00
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General Fund |
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To total; right click number & choose “Update Field” |
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FISCAL IMPACT STATEMENT:
Sufficient budget authority is provided in the FY 2025 City Council approved budget for these services.
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 |
11/12/2024 |
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Reviewed by City Attorney: |
Date: |
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Richard W. Files |
11/07/2024 |