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Consent Item Indian River County, Florida Department of Utility Services Board Memorandum Date: May 16, 2023 To: Board of County Commissioners From: Sean C. Lieske, Director of Utility Services Subject: Approval of Contract with OpenGov for Purchase of Asset Management Software as a Service and Professional Services Background/Analysis: Indian River County Department of Utility Services (IRCDUS) owns and maintains a large amount of infrastructure, or fixed assets, that are essential to its daily operations. These assets include items such as pipelines, pumps, valves, fire hydrants, filters, etc. that enable IRCDUS to provide water and wastewater services to the citizens of the county. In orderto minimize disruptions in service, those assets require routine evaluation, operation and maintenance to ensure they continue to function as originally designed. On June 12, 2012, the Board of County Commissioners (BCC) approved the purchase of SEMS, a software platform, to assist IRCDUS with managing the routine maintenance activities of its fixed assets. In 2022, the company that designed and supported SEMS was acquired by another software company, Cartegraph, that was subsequently acquired by OpenGov. As a result of these acquisitions, Cartegraph, in association with OpenGov, redeveloped their asset management software to align with new technology and current industry practices, thereby moving the foundation of their software to a Geographic Information Systems (GIS) based platform available only through a cloud -based system via a software service agreement. In doing so, OpenGov will only be supporting their new Cartegraph asset management software program, and will no longer be supporting previous versions of their programs, such as SEMS. Since IRCDUS was an existing customer of SEMS, OpenGov has agreed to provide IRCDUS with a discount on the conversion from SEMS to their new Cartegraph software platform. The new software includes a number of enhancements over the existing system, GIS being the most significant, but it will only be available to us should we elect to take advantage of the offer at this time. The attached quote from OpenGov includes an upfront cost in the amount of $82,782.52 and two additional years of annual service in the amount of $51,603 and $53,150.88. The $82,782.52 is split into $18,497.52 for a prorated first year annual service fee and 50 licenses, and $64,285.00 for professional services that will include initial system set-up through a third -party vendor and training of staff on the new system. This new system will have more functionality and allow more real-time management of the utility's fixed assets. In addition, it will allow us to capture more information to assist us with better understanding our cost of services associated with maintaining the system. 191