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AGENDA ITEM REVIEW FORM
7.B.
Regular City Council Meeting
Meeting Date:
05/27/2026
Department Head:
Fernando Corona
Submitted By:
Fernando Corona, Information Technology Manager, Administration, Information Technology
Action Requested:
Motion

ITEM:

Discussion and possible action on any and all matters regarding the authorization to purchase Opengov's Software as a Service Platform, inclusive of financial management, budgeting and performance, utility billing, permitting and licensing, and enterprise asset management modules through the Vertosoft cooperative contract.  (Fernando Corona, Information Technology Manager)

SUMMARY:

The Information Technology Division is seeking approval to procure OpenGov's platform, inclusive of financial management, budgeting and performance, utility billing, permitting and licensing, and enterprise asset management modules, through a Vertosoft cooperative agreement under Sourcewell contract #060624-VTO for a 5-year term, with a total cost of $2,564,450.34 plus tax, with the overall objective to improve the City of San Luis operational efficiency, compliance, reporting transparency and provide residents with 24/7 public portals, where they can pay their utility bill, review water consumption, file, pay and track progress on any active permitting and licensing applications and work orders for water, waster water, and streets. This purchase is allowed under procurement code 3.05.090 Cooperative Purchasing.

PRICING INCLUDES
  • Financial Enterprise Resource Planning
  • Utility Billing
    • Water, Sewer, Trash
  • Budgeting and Performance
  • Permitting
    • Building, Planning, Code, Business, and Public Works Licensing
  • Enterprise Asset Management
    • Water distribution, wastewater collection, water treatment, and street/transportation
  • 311 + Public Works Customer Relationship Management System
  • Expert Services
  • Premium Support Service Level Agreement
FISCAL IMPACT BREAKDOWN
  • FY27: $753,178.17 + $14,400 OpenGov travel expenses + tax (Software as a Service and Professional Deployment Fees)
  • FY28: $416,905.37 + tax (Software as a Service)
  • FY29: $437,750.67 + tax (Software as a Service)
  • FY30: $459,596.06 + tax (Software as a Service)
  • FY31: $482,620.07 + tax (Software as a Service)
Approving the procurement of OpenGov Software as a Service Platform showcases the city's commitment to a more transparent, efficient, and responsive city government. Staff recommends moving forward with the OpenGov platform to meet the city's growing operational demands. 

RECOMMENDATION / SUGGESTED MOTION:

I MOVE TO APPROVE THE PURCHASE OF OPENGOV'S PLATFORM, INCLUDING FINANCIAL MANAGEMENT, BUDGETING AND PERFORMANCE, UTILITY BILLING, PERMITTING AND LICENSING, THE 311 CUSTOMER RELATIONSHIP MANAGEMENT SYSTEM, AND ENTERPRISE ASSET MANAGEMENT, IN ACCORDANCE WITH THE PRICING AND TERMS PRESENTED IN THE AGENDA MATERIALS, PLUS APPLICABLE TAXES, FOR A FIVE-YEAR SERVICE TERM.

Fiscal Impact

IS THERE FISCAL IMPACT ASSOCIATED WITH THIS ITEM:
YES
CITY/STATE/FEDERAL FUNDS:
CITY
TOTAL:
$753,170.50 plus taxes, and $14,400 for travel expenses
BUDGETED AMOUNT:
$1,000,000
AVAILABLE AMOUNT TO TRANSFER:
N/A
ACCT NAME & GL#/REMAINING BALANCE BEFORE PURCHASE:
100-999-90020

FISCAL IMPACT STATEMENT (IF THIS IS A BUDGET TRANSFER, YOU MUST ATTACH THE BUDGET ADJUSTMENT FORM):

The proposed FY2027 budget includes approximately $1,000,000 for the implementation and first-year costs associated with the OpenGov platform and the City’s new Enterprise Resource Planning (ERP) system. This funding will support the implementation of financial management, budgeting and performance, utility billing, permitting and licensing, enterprise asset management, and related professional services.
The total 5-year contract amount is $2,564,450.34 plus applicable taxes. Future annual subscription, support, maintenance, and contractual costs associated with the OpenGov platform will be budgeted accordingly in subsequent fiscal years through the City’s annual budget adoption process.

Attachments