CITY COUNCIL STAFF REPORT
DATE: MAY 12, 2026 CONSENT CALENDAR
SUBJECT: APPROVE COOPERATIVE PURCHASE AGREEMENT 26C069 WITH
VERTOSOFT, LLC TO IMPLEMENT OPENGOV SOFTWARE
MANAGEMENT SOLUTIONS INCLUDING ENTERPRISE ASSET
MANAGEMENT, 311 CONSTITUENT RELATIONSHIP MANAGEMENT,
CODE ENFORCEMENT, AND PROCUREMENT & CONTRACT
MANAGEMENT
FROM: Scott C. Stiles, City Manager
BY: Department of Public Works
Department of Finance
Department of Special Program Compliance
Department of Information Technology
Department of Parks & Recreation
SUMMARY:
This action will approve a Cooperative Purchase Agreement (26C069) with Vertosoft, LLC, utilizing Sourcewell’s Cooperative Contract No. 060624-VTO, to implement OpenGov software solutions for enterprise asset management, 311 constituent relationship management, code enforcement, and procurement and contracting management services, in an amount not-to-exceed $2,117,383.79 for a five-year term.
RECOMMENDATION:
1. Approve Cooperative Purchase Agreement 26C069 with Vertosoft, LLC, for the purchase and implementation of OpenGov software solutions and related professional services in an amount not to exceed $2,117,383.79 for a five-year term commencing on June 1, 2026, through May 31, 2031;
2. Authorize the City Manager or designee to execute all necessary documents.
BUSINESS PRINCIPAL DISCLOSURE:
According to the Public Integrity Disclosure form (Attachment B) Vertosoft, LLC was formed in the state of Virginia.
BACKGROUND:
City Council Staff Report
May 12, 2026 -- Page 2
Approve Agreement 26C069 with Vertosoft to Implement OpenGov Software The City currently utilizes multiple independent systems including RattleTech, Brightly Asset Essentials, Tyler EnerGov, and PlanetBids to manage service requests, asset and work order tracking, code enforcement, and procurement functions.
While each system serves a specific operational purpose, they function independently and require significant manual coordination by staff to manage workflows across departments. This includes transferring information between systems, tracking requests, coordinating responses, and compiling reports.
As the City’s operational needs have evolved, this fragmented system environment has resulted in operational inefficiencies, inconsistent resident communication, increased administrative workload, and limited visibility across departments. To address these challenges, staff evaluated opportunities to modernize and consolidate these systems into a unified platform that improves efficiency, enhances service delivery, and supports long-term operational needs.
The City’s current system environment presents the following operational challenges:
Fragmented Systems: Multiple platforms operate independently, requiring staff to manually transfer information between systems depending on the type of request or workflow.
Manual Processes: Staff must manually triage, assign, and track service requests, increasing workload and the potential for errors.
Limited Resident Communication: Residents do not consistently receive automated status updates, requiring additional staff effort to provide follow-up.
Inefficient Code Enforcement Workflow: Reports are received in one system and escalated in another, requiring duplicate data entry and disrupting continuity of communication.
Procurement Inefficiencies: Current procurement processes rely on manual document creation and limited vendor outreach, reducing participation in solicitations.
Reporting Limitations: Existing systems require manual data extraction to generate reports, limiting real-time insights and operational transparency.
STAFF ANALYSIS:
In accordance with City of Palm Springs Municipal Code Section 7.03.09, “Special Procurement Methods,” Section 5, “Cooperative Purchasing Programs”, the City Council may authorize the acquisition of supplies or services through a joint powers or other City Council Staff Report
May 12, 2026 -- Page 3
Approve Agreement 26C069 with Vertosoft to Implement OpenGov Software cooperative purchasing program with a public entity or association of public agencies or officials, provided that the vendor selected has been selected through a competitive City Council Staff Report
May 12, 2026 -- Page 3
Approve Agreement 26C069 with Vertosoft to Implement OpenGov Software process and the department finds that the competitive process is similar to that contained in Title 7 or adequate to protect the public interest, and that due to economies of scale, the nature of the product, or market conditions, the price of the supplies or services is likely to be less through the cooperative purchase than through the City’s independent purchasing pursuant to Title 7.
Sourcewell is a public agency that conducts competitive solicitations and awards contracts to qualified vendors, allowing participating agencies to benefit from volume pricing and streamlined procurement processes. This cooperative purchasing arrangement provides competitive pricing and efficient procurement to support the operational needs of the Public Works, Procurement & Contracting, Special Program Compliance/Code Enforcement, Information Technology, and Parks & Recreation Departments through Sourcewell Cooperative Contract No. 060624-VTO, for the purchase and implementation of OpenGov software solutions.
The pricing obtained through this cooperative contract reflects substantial discounts from list price. Software licensing modules are discounted an average of 57% off the manufacturer’s suggested retail price, with individual module discounts ranging from 56% to 61%. Professional services implementation hours are billed at $210 per hour against a list rate of $294 per hour, representing a 29% discount. In total, the Sourcewell cooperative contract pricing results in estimated savings of approximately $2,213,272 compared to list pricing over the five-year term, representing an overall discount of approximately 55%.
City staff conducted a comprehensive evaluation of existing workflows, system limitations, and potential software solutions in coordination with Public Works, Special Programs/Code Enforcement, Information Technology, Procurement & Contracting, and Parks & Recreation. This process included:
Internal Stakeholder Engagement: Staff from Public Works, Code Enforcement, Information Technology, and Procurement participated in discussions to identify operational challenges, system limitations, and desired outcomes.
Workflow Analysis: Existing processes were evaluated to understand how requests are received, routed, and resolved across departments, highlighting inefficiencies caused by disconnected systems and manual coordination.
Product Demonstrations and Use Case Review: Staff participated in multiple demonstrations of the OpenGov platform covering asset management, 311, code enforcement, and procurement functionality, with a focus on real-world City workflows.
Cross-Department Coordination: Departments collaborated to identify shared needs and confirm that the proposed solution supports multiple operational areas, including service requests, code enforcement, and procurement.
City Council Staff Report
May 12, 2026 -- Page 4
Approve Agreement 26C069 with Vertosoft to Implement OpenGov Software Based on this evaluation, staff determined that the OpenGov platform provides a comprehensive and scalable solution that addresses the City’s current system limitations and aligns with long-term operational goals. The platform consolidates service requests, asset management, code enforcement, and procurement into a single system, reducing reliance on manual processes, improving interdepartmental coordination, and enhancing transparency.
The platform’s key module capabilities are as follows:
Enterprise Asset Management: Work order and maintenance tracking; asset lifecycle management (to include, but not limited to: Facilities, Transportation, Walkability, and Parks & Recreation); GIS integration; and tracking of labor, materials, and costs. 311 Constituent Relationship Management: Centralized intake for all resident service requests; automated routing to departments; real-time status updates; and integration with the City’s existing public-facing interface.
Code Enforcement: Case management workflows; inspection tracking and documentation; automated notices; and continuity from complaint intake through resolution.
Procurement: Centralized solicitation creation; improved vendor outreach and participation; and automated evaluation workflows.
Implementation of the OpenGov platform is expected to deliver the following benefits:
improved operational efficiency through reduced manual processes; enhanced resident experience through better communication; consolidation of multiple systems into a single platform; improved reporting and transparency; increased vendor participation in procurement; and scalability to support future City needs.
Implementation will follow a structured five-phase methodology—Initiate, Validate, Configure, Train, and Launch—applied sequentially to each module.
Initial deployment will prioritize Enterprise Asset Management and Procurement, as these represent the most immediately actionable areas.
The 311 Constituent Relationship Management and Code Enforcement modules will be implemented in a subsequent phase to allow for alignment with the City’s existing public- facing application and to ensure resident-facing workflows are properly configured.
City staff will work closely with OpenGov’s professional services team to define workflows, configure routing logic, and establish user roles. Existing data from current systems will be evaluated for migration based on operational value and reporting needs.
Implementation across all phases is expected to be completed within approximately 8 to 12 months.
City Council Staff Report
May 12, 2026 -- Page 5
Approve Agreement 26C069 with Vertosoft to Implement OpenGov Software Therefore, staff recommends approval of Agreement 26C069 with Vertosoft, LLC, to implement OpenGov software solutions in a not-to-exceed amount of $2,117,383.79 for a five-year term commencing on June 1, 2026, through May 31, 2031.
ENVIRONMENTAL ASSESSMENT:
In accordance with the California Environmental Quality Act (“CEQA”) Guidelines, the requested City Council action is not a “Project” pursuant to Section 15378(b)(5).
Organizational or administrative activities of governments that will not result in direct or indirect physical changes in the environment are not considered a “Project”.
ALIGNMENT WITH STRATEGIC PLANNING:
This item aligns with the following City Council Strategic Plan Foundations:
Infrastructure and Facilities
• Modernizing core operational platforms and integrating GIS-based asset management.
Public Safety and Community Services
• Improved resident service request management and code enforcement workflows directly enhance community responsiveness.
Approval of this action supports improving operational efficiency, enhancing customer service, and modernizing City systems.
FISCAL IMPACT:
The total not-to-exceed cost for the proposed contract is $2,117,383.79 over a five-year term.
The contract includes one-time implementation costs and ongoing annual software licensing and support costs. The estimated first-year cost is $479,747.67 which includes implementation services in the amount of $176,890, with ongoing annual software expense of $302,857.67 in year 1, with an annual escalation of 5% year over year, for a total amount not-to-exceed $2,117,383.79.
Funding is available in both the current Fiscal Year 2025-26 and 2026-27 budgets and will be budgeted in subsequent years.
Funding will be shared across participating departments based on system utilization, including Public Works, Special Programs/Code Enforcement, Information Technology, Parks & Recreation, and Procurement & Contracting.
Public Works:
City Council Staff Report
May 12, 2026 -- Page 6
Approve Agreement 26C069 with Vertosoft to Implement OpenGov Software 1006515-40105
1006520-40105
1006540-40105
1413060-80000
2603205-50119
5106560-40105
5206570-40105 & 50119
Procurement & Contracting:
1001040-40105 & 50105
Information Technology:
1001025-50034
Special Program Compliance:
1001046-40105
Parks & Recreation:
1004535-40105
REVIEWED BY:
Procurement and Contracting Manager: Tabitha Richards
Director of Public Works: David McAbee
Director of Special Program Compliance: Veronica Goedhart Director of Information Technology: Larry Klingaman
Director of Parks & Recreation: Nicholas S. Gonzalez
Director of Finance and Treasurer: Kristopher J. Mooney Assistant City Manager: Teresa Gallavan
City Manager: Scott Stiles
ATTACHMENTS:
A. Cooperative Purchase Agreement No. 26C069
B. Public Integrity Disclosure Form