REPORT TO THE CITY COUNCIL
FROM: BROCK D. BUCHE, PE, PLS, Director
Department of Public Utilities
BRYON HORN, Chief Information Officer
Information Services Department
BY: PAUL AMICO, PE, Assistant Director
Department of Public Utilities - Administration
MELISSA PERALES, Purchasing Manager
General Services Department, Purchasing Division
SUBJECT
Title
Approve a cooperative purchase agreement with Carahsoft Technology Corporation through June 30, 2027, for licensing OpenGov asset management software in the amount of $425,094.55, and for one-time professional software implementation services in the amount of $152,120.28, for a total contract amount of $577,214.83. (Citywide)
Body
RECOMMENDATION
Staff recommends that the City Council approve a cooperative purchase agreement between the Department of Public Utilities and Carahsoft Technology Corporation through June 30, 2027 in the amount of $425,094.55 for licensing OpenGov Asset Management software, and for one-time professional software implementation services in the amount of $152,120.28, for a total cost of $577,214.83; and authorize the Purchasing Manager, or designee, to execute the agreement on behalf of the City of Fresno (City).
EXECUTIVE SUMMARY
The Department of Public Utilities (DPU) operates and maintains a network of nearly 4,000 miles of buried water and wastewater pipelines that are required to operate around the clock to deliver safe drinking water and collect wastewater from approximately 140,000 water and wastewater customer accounts. Both proactive and reactive inspection and maintenance activities are performed by DPU staff. DPU uses various software platforms to track pipeline infrastructure asset condition, costs, and work history, but the system’s integration with the geographic information system (GIS) and other inspection and maintenance platforms is limited and inefficient. OpenGov Asset Management is a comprehensive, cloud-based software platform that is purpose-built for infrastructure asset management. It will seamlessly integrate with the City’s OneCall customer relationship management software, DPU’s industry-standard inspection and maintenance software programs, and the customer data in the utilities billing system. It also has tools to optimize inspection and maintenance work planning and build renewal and replacement scenarios based on actual inspection and maintenance work order data. OpenGov will replace DPU’s existing pipeline asset management software and its annual licensing costs are similar, making the conversion to OpenGov budget neutral after implementation.
The cooperative purchase agreement will be authorized through a competitively solicited cooperative procurement process administered by NASPO ValuePoint, in coordination with the State of Utah and which the State of California has issued a Participating Addendum.
BACKGROUND
The Department of Public Utilities (DPU) operates and maintains a network of nearly 4,000 miles of buried water and wastewater pipelines that are required to operate around the clock to deliver safe drinking water and collect wastewater from approximately 140,000 water and wastewater customer accounts. Both proactive and reactive inspection and maintenance activities are performed by DPU staff. Annually, the Wastewater Management and Water Divisions manage over 32,000 work orders, with approximately 100 employees performing the work.
DPU uses various software platforms to track pipeline infrastructure asset condition, costs, and work history, but the system’s integration with the geographic information system (GIS) and other inspection and maintenance platforms is limited and inefficient.
OpenGov Asset Management is a comprehensive, cloud-based software platform that is purpose-built for infrastructure asset management. It will seamlessly integrate with the City’s OneCall customer relationship management software, DPU’s industry-standard inspection and maintenance software programs, and the customer data in the utilities billing system. It also has tools to optimize inspection and maintenance work planning and build renewal and replacement scenarios based on actual inspection and maintenance work order data.
OpenGov Asset Management is designed specifically for public agencies and will enable DPU to more effectively manage inspection and maintenance data and increase the capability of its infrastructure asset management program. OpenGov’s ability to seamlessly integrate with the OneCall service request application, inspection data collection software, and utility customer data will reduce staff’s effort to compile the data, and its analysis and reporting functions will provide better visibility to utility management and leadership to facilitate decision-making. OpenGov will replace DPU’s existing pipeline asset management software and its annual licensing costs are similar, making the conversion to OpenGov budget neutral after implementation. An additional benefit to converting from the current software’s single-user license model is that OpenGov utilizes an unlimited licensing model that will result in a net cost savings as more staff uses the OpenGov asset management solution.
Utilizing a cooperative purchase agreement was determined to be the most cost-effective and overall best value for obtaining the procurement software. The cooperative purchase agreement will be authorized through a competitively solicited cooperative procurement process administered by NASPO ValuePoint, in coordination with the State of Utah and which the State of California has issued a Participating Addendum.
The City Attorney’s Office has reviewed the agreement and approved as to form.
ENVIRONMENTAL FINDINGS
By definition of the California Environmental Quality Act (CEQA) Guidelines Section 15378, the approval of this agreement does not qualify as a “project” as defined by CEQA.
LOCAL PREFERENCE
Local preference is not applicable. The City is using a cooperative purchase agreement to purchase this software license.
FISCAL IMPACT
There is no impact to the General Fund. Funding for this agreement is included in DPU’s Fiscal Year 2025 Water and Wastewater Management Enterprise Funds. Future funding will be budgeted in the Water and Wastewater Management Enterprise Funds in alignment with the five-year budget and DPU financial plan.
Attachment: Cooperative Purchase Agreement