MEETING DATE:
JUNE 24, 2025
SUBJECT:
Title
RESOLUTION NO. 2025-9462 - AWARDING A CONTRACT FOR ASSET MANAGEMENT SOFTWARE SERVICES AND DELEGATING AUTHORITY TO THE CITY MANAGER TO NEGOTIATE, FINALIZE, AND EXECUTE THE CONTRACT WITH VERTOSOFT
Body
Recommendation
Recommendation
ADOPT a resolution awarding a contract for asset management software services, and delegating authority to the City Manager to negotiate, finalize, and execute a contract with VERTOSOFT for a maximum of three (3) years with a not-to-exceed budget of $420,000.00.
Body
Board or Commission Action
Not Applicable
Relevant Council Strategic Theme
Planning for the Future
Dynamic and Responsive Service Delivery
Good Governance
Relevant Department Goal
Not Applicable
Executive Summary
For more than 10 years, the Public Works Department has utilized Lucity asset management software as its primary work order and asset management tool. In that time, the needs of the department have evolved, and Lucity no longer supports the Department’s functions. Staff researched and evaluated multiple asset management software applications, and determined that OpenGov is the best match for the Public Works departmental needs. Approval of the proposed resolution will award multi-year contract for asset management software services in an amount not to exceed $420,000 for the term of the contract to VERTOSOFT.
Discussion
The Public Works Department completes over 8,000 work orders annually and maintains thousands of assets throughout the City. Having the ability to accurately track, monitor, and manage the maintenance of these vital assets is critical to the Department’s operations. Over the past 10 years the Department has utilized Lucity asset management software. As the City and the Department have grown, a more tailored solution is needed. Staff evaluated multiple asset management solutions and consulted with other municipalities to determine that OpenGov Asset Management was best suited to meet the needs of the Public Works Department. As a result of the project team’s evaluations, staff seeks City Council’s approval to award the contract to VERTOSOFT, a technology solution distributor.
In accordance with Section 2.30.110 of the San Marcos Municipal Code, which permits the use of cooperative purchasing and piggyback procurements to promote efficiency and cost-effectiveness, staff recommends entering into an agreement with VERTOSOFT, a nationally recognized distributor of technology solutions, for the procurement of the OpenGov asset management system. This recommendation is based on a competitively solicited procurement process conducted by the National Cooperative Purchasing Alliance (NCPA), a division of OMNIA Partners, under Request for Proposals No. 07-23. The solicitation resulted in the award of a Master Agreement on May 1, 2023, which remains active and available for use by eligible public agencies, such as local governments, nationwide through the OMNIA Partners Public Sector cooperative purchasing program.
The OpenGov platform will support the City’s efforts to modernize asset management, optimize operational efficiency, and enhance service delivery to the community. Staff has reviewed the terms and pricing included in the Master Agreement and determined them to be favorable and consistent with the City’s procurement objectives.
Staff recommends that the City Council approve the award of a multi-year contract for asset management software services, in an amount not to exceed $420,000 and authorize the City Manager to negotiate, finalize and execute the contract and related documents with VERTOSOFT.
Environmental Review
The activity performed under this action is not a “project” as defined under Section 15378 of the CEQA Guidelines, and is therefore not subject to environmental review pursuant to CEQA Guidelines section 15060(c)(3).
Fiscal Impact
Funding to support this agreement was approved in the FY26 Infrastructure Replacement / Rehabilitation Fund (604).
The contract award does not commit the City to any future expenditure.
Attachment(s)
Resolution
Prepared by: Tim Selke, Deputy Public Works Director
Submitted by: Tim Selke, Deputy Public Works Director
Reviewed by: Darren Chamow, Public Works Director and Acting Parks and Recreation Director
Approved by: Michelle Bender, City Manager