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TO: Mayor Richard C. Irvin
FROM: Brian Katamay, Long Term Control Planning Project Assistant
DATE: November 4, 2024
SUBJECT:
A Resolution to execute a five-year contract with OpenGov, Inc. in the amount of $1,166,386 for the implementation and use of their Cartegraph Enterprise Asset Management System.
PURPOSE:
The City desires an Enterprise Asset Management System (EAMS) to improve data gathering, work tracking, and decision making on City assets.
BACKGROUND:
Currently the City has no unified approach for tracking work conducted on City assets (E.g., water main, street segments, light poles, etc.). Work tracking is accomplished through various home-built tools - typically through the GIS system - as well as Excel sheets, paper forms, and across several databases. The information housed by each respective division within Public Works creates data silos that staff must navigate to combine and analyze historical records. Additionally, staff have no current means of tracking on-going work on any asset other than requesting updates from Labor Supervisors.
DISCUSSION:
Enterprise Asset Management Software (EAMS) provides a digital means for City staff to create and track work orders attributed directly to physical and GIS-based assets. EAMS provides an effective medium for staff to: identify reactive work and move towards preventative maintenance activities; manage workloads with regards to changing field conditions in real-time; and gain greater insight into operational efficiency. Additionally, EAMS allows staff to record observations or inspections of assets. Combined with historical records of actual work conducted, these inspections feed into the software to provide greater detail of infrastructure health. This data-driven approach to asset management helps to control capital costs and improve decision making.
An increasing number of Illinois municipalities are implementing asset management solutions to aid capital planning and work-tracking efforts. Cities and Villages such as Naperville, Batavia, Joliet, Rockford, Springfield, Schaumburg, and Buffalo Grove are a small sample of local agencies that have utilized EAMS for several years.
The City publicly posted a Request for Qualifications (RFQ) for EAMS on March 25th, 2024. Twenty-three (23) vendors responded to the RFQ. In June, the City selected five vendors to conduct an initial demonstration. Based on first round team review, three vendors were selected for final demonstrations and asked to submit revised pricing models by September 13th.
The City selected OpenGov’s Cartegraph software solution based on scoring results across several different departments. After negotiations, the five-year totalized Software-as-a-Service (SaaS) cost is $927,705.47. Implementation will occur across 2025 and 2026 for a not-to-exceed cost of $238,680. Water, sewer, and tree assets and workflows will be implemented in 2025 while transportation/street, electrical, and park assets and workflows will be implemented in 2026.
The signed scope-of-work, Master Service Agreement, and OpenGov Order Form are included as an attachment (Exhibit A). Additionally, Marketplace.City’s project summary and scoring sheet is included as Exhibit B. This purchase is budgeted as CIP Item C-146 under Account 340-4040-431.64-10 which maintains sufficient budget to cover the implementation and SaaS fees.
IMPACT STATEMENT:
Workloads with labor supervisors and other supervisory staff will temporarily increase as staff learn to operate the software for their daily tasks. IT & GIS staff will need to assist with the implementation as well as data migration and integration services as the City transfers historical data to the software and connects to current City systems such as the 311- and 811-systems.
RECOMMENDATIONS:
I recommend approval of this resolution.
cc: Infrastructure & Technology Committee
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
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A Resolution to execute a five-year contract with OpenGov, Inc. in the amount of $1,166,386 for the implementation and use of their Cartegraph Enterprise Asset Management System.
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WHEREAS, the City of Aurora has a population of more than 25,000 persons and is, therefore, a home rule unit under subsection (a) of Section 6 of Article VII of the Illinois Constitution of 1970; and
WHEREAS, subject to said Section, a home rule unit may exercise any power and perform any function pertaining to its government and affairs for the protection of the public health, safety, morals, and welfare; and
WHEREAS, the City of Aurora's current data management methods for asset management consists of several disparate systems that create data silos and complicate capital planning, and
WHEREAS, to improve decision-making and planning efforts, the City of Aurora aims to implement an Enterprise Asset Management System (EAMS), and
WHEREAS, out of twenty-three respondents to a Request-for-Qualifications City staff selected OpenGov, Inc.'s Cartegraph EAMS software, and
WHEREAS, the five-year total contract cost equals $1,166,386 for both implementation and Software-as-a-Service fees, and
WHEREAS, funds have been allocated as CIP Item C-146 under Account 340-4040-431.64-10.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: the Director of Purchasing is hereby authorized to issue a purchase order for the services described in this resolution and as more fully set forth in the contract documents attached hereto.