Agenda No. 9.
CITY COUNCIL MEMORANDUM
| City Council Meeting: | September 3, 2024 |
| Department: | Internal Services |
| Subject: | Resolution 24-R-93 - Authorizing the City Manager to contract with OpenGov, Inc., Inc. for an asset management software program (B.James/D.Hardin-Trussell) |
BACKGROUND
City departments such as IT, Fleet and Facilities are currently using multiple asset management software programs such as QuarterMaster, ManagerPlus, and WebQA, to manage fixed assets citywide. These current programs are not equipped to provide accurate statistical data, they do not have geographic mapping, are no longer supported by the company, or no longer functioning per design. City departments decided to explore a new asset management software system that will meet the needs of departments such as Fleet, Facilities, IT, Parks, and Public Works in work order submittals, tracking current assets, statistics, and geographic location of assets.
The City issued a solicitation for proposal (RFP) from qualified firms with demonstrated competence and experience in Asset Management systems. Thirteen (13) proposals were received in response to the solicitation. Proposals were reviewed by key City stakeholders (Fleet, Facilities, IT, Parks, and Public Works), and scored initially based on criteria including cost, proposer's experience, qualifications, reputation, quality of proposed services and responsiveness of the proposal. The top four ranked firms were invited for demonstrations via teams.
After the demonstrations, the evaluation team unanimously recommends awarding the contract to OpenGov, Inc. as the best-value for the City. Best value determination is outlined in the supporting document (2024-005 Bid Tab and Final Rankings). In summary, OpenGov was ranked highest following demonstrations due to its ease of use, highly customizable features and the numerous additional features provided above what other vendors offer.
The City issued a solicitation for proposal (RFP) from qualified firms with demonstrated competence and experience in Asset Management systems. Thirteen (13) proposals were received in response to the solicitation. Proposals were reviewed by key City stakeholders (Fleet, Facilities, IT, Parks, and Public Works), and scored initially based on criteria including cost, proposer's experience, qualifications, reputation, quality of proposed services and responsiveness of the proposal. The top four ranked firms were invited for demonstrations via teams.
After the demonstrations, the evaluation team unanimously recommends awarding the contract to OpenGov, Inc. as the best-value for the City. Best value determination is outlined in the supporting document (2024-005 Bid Tab and Final Rankings). In summary, OpenGov was ranked highest following demonstrations due to its ease of use, highly customizable features and the numerous additional features provided above what other vendors offer.
GOAL
The goal of the project is to provide an asset management system that will allow city staff to accurately keep track of work orders, allow internal and external customers to submit a work order, accurately obtain statistical data on our assets, allow staff to keep an accurate account of the number of fixed assets the City maintains, and place barcodes or QR codes on each fixed asset for geolocation purposes.
COMMUNITY BENEFIT
The new system will better serve the City staff to manage assets more efficiently and effectively, while giving Schertz residents an easy way to report issues to the City.
SUMMARY OF RECOMMENDED ACTION
Approval of resolution 24-R-93
FISCAL IMPACT
The fiscal impact for the new Asset Management Software program with OpenGov, Inc. will be:
One-Time implementation fee: $156, 204 plus the first year software cost of $96,450 for a total year 1 cost of $252,654.
Year 2 software cost is $101,272,50, year 3 software cost is $106,336.13, year 4 software cost is $111,652.93, year 5 software cost is $117,235.58.
The first year cost will come out of the funds allocated to replacing the financial software and subsequent year's annual costs will be included in the Information Technology Departments base budget.
One-Time implementation fee: $156, 204 plus the first year software cost of $96,450 for a total year 1 cost of $252,654.
Year 2 software cost is $101,272,50, year 3 software cost is $106,336.13, year 4 software cost is $111,652.93, year 5 software cost is $117,235.58.
The first year cost will come out of the funds allocated to replacing the financial software and subsequent year's annual costs will be included in the Information Technology Departments base budget.
RECOMMENDATION
Staff recommends that City Council authorize a contract with OpenGov, Inc. for an asset management system.