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7 DATE: June 17, 2024
TO: Mayor and Members of the City Council
VIA: Stefan Chatwin, City Manager
FROM: Diane Pitman, Administrative Services Director
Rob Lasky, IT Manager
DEPARTMENT: Administrative Services
SUBJECT: AGREEMENT WITH OPENGOV, INC. IN AN AMOUNT NOT TO EXCEED $272,386.42 FOR THREE-YEAR SUBSCRIPTION FOR
CARTEGRAPH ASSET MANAGEMENT SOFTWARE
RECOMMENDATION
It is recommended that the City Council adopt the attached resolution approving an agreement with OpenGov Inc. in an amount not to exceed $272,386.42 for a three-year renewal and expansion of the City’s subscription for the cloud-based Cartegraph asset management software.
EXECUTIVE SUMMARY
In June 2022, the City Council approved an agreement to subscribe to the cloud-based asset management software Cartegraph, and this subscription is up for renewal. In addition to renewing the current modules, City staff is also proposing to add software licensing to manage additional asset types over the three-year agreement.
BACKGROUND/ANALYSIS
Asset Management is an important tool in use by the City, and it helps track the assets that have been deployed (water pipes, sewer pipes, street lights, etc.), work that has been done to maintain those assets, and the costs associated with that maintenance.
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7 The City’s first asset management software was developed in-house in the late 1990s and tied to the City’s GIS (Geographic Information System).
In the past 10 years, staff have been replacing in-house developed applications with off-the-shelf software, which can be more easily maintained. The City decided to use Cartegraph Asset Management after an RFP for Asset Management Software was issued in 2022. In the first years of deployment, staff deployed modules to manage the City’s assets in the areas of:
•City Buildings
•Water Distribution
•Parks
Over the next 3 years, staff plan to implement the following asset modules:
•Sidewalks (2024-2025)
•Vehicles (2024-2025)
•Traffic signals (2025-2026)
•Wastewater (2025-2026)
•Streets (2026-2027)
•Stormwater (2026-2027)
The costs to license these modules, as well as the labor to implement them is included in this 3-year agreement.
California Environmental Quality Act
Not Applicable
FISCAL IMPACT
The total cost of this 3-year agreement is $272,386.42 and the City will be billed annually. Software licensing costs will increase each year, as new modules will be added each year of the agreement. The annual costs will be:
Year Software licensing Prof Services
2024 $65,093.47 $22,275
2025 $81,733.15 0
2026 $103,284.80 0
Total $250,111.42 $22,275
The annual costs for 2024 are budgeted in the IT Maintenance Fund (504-0160-419- 4246) for FY 2024-2025. Funding for future years of the agreement will be requested during budget preparation for those fiscal years.
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7 CITY COUNCIL VISION, MISSION, AND VALUE/PRIORITY AREA Innovation and Sustainability
ATTACHMENTS:
Attachment 1 – Resolution
Attachment 2 – Order Form
Attachment 3 – Statement of Work
Attachment 4 – Master Services Agreement