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QOAS-F 3(z)
| CITY OF
miwm MUSKEGON
Agenda Item Review Form
Muskegon City Commission
Commission Meeting Date: November 25, 2025 Title: OpenGov Asset Management (Cartegraph)
for the Highway Department
Submitted by: Joe Buthker, DPW Superintendent, | Department: Public Works
Dan VanderHeide, Public Works Director
Brief Summary:
Staff requests approval to enter into a contract modification with OpenGov for Asset Management
and Work Order Software in the total amount of $173,477.74 over a three-year contract.
Detailed Summary & Background:
Cartegraph, a division of OpenGov (a government software services company), is an asset
management software designed for public works. It tracks asset condition and
maintenance practices and uses department priorities and Al to recommend new maintenance
tasks, replacement schedules and other valuable information. It also has the important benefit of
including a work order management system that will allow for electronic work order management,
improving efficiency at DPW, providing better tools for supervision of labor, equipment and materials,
and increasing the data available for reporting and decisions.
In November of 2023, the City's Water & Sewer Department began the transition to Catetgraph, and
as of about six months ago (after delays due to the BS&A cloud conversion}, is fully utilizing the
software for their daily operations. During that time the Water Filtration Plant also implemented
Cartegraph, and the Equipment department is also working to prepare the system for their needs. As
the SeeClickFix citizen reporting tool came online, we integrated it with Cartegraph to allow citizen
requests to flow directly into work tasks in the Cartegraph system. These experiences have been
positive. The workflows, asset management capabilities, reporting and financial tracking are helping
DPW's operations move into the modern era. When fully realized and implemented, the software will
allow the department to do more with less, track material and equipment costs much more
accurately, and more clearly and easily report how dollars are being spent. To continue this
transition, staff looked at how various departments work together and determined that the Highway
Department (in charge of the City's streets and drainage as their main tasks) would be the best area
to next bring on to the software.
In order to have the tools needed for Highway to use the software, additional "modules" are needed.
This includes the Transportation, Stormwater and Walkability (sidewalks and forestry) domains. The
first year of this contract modification is higher than the annual costs to allow Cartegraph staff to help
DPW implement the software and develop customizations that will assist our operations. Attachments
include the fees by year and the scope of work document which defines the implementation
services. This will be a modification to our existing contract with OpenGov to provide Cartegraph to
our other departments. The Streets funds (202 and 203) will be paying these costs. While the
implementation schedule was not known at the time of budgeting, these costs are well within the
capability of the funds and a budget amendment will be prepared for an upcoming reforecast.
Additional device costs are necessary fo make the system function, including approximately $20,000
for in-vehicle computer systems in the highway department trucks. These additional costs will be
made following the purchasing policy and will be brought to the Commission, if applicable, in the
future.
Goal/Action Item:
2027 GOAL 4: FINANCIAL INFRASTRUCTURE - Maximized efficient use of existing infrastructure
Is this a repeat item?:
Explain what change has been made to justify bringing it back to Commission:
Amount Requested: Budgeied Item:
FY 25-26: $95,743.19 {includes implementation) Yes No Xx | N/A
FY 26-27: $37,919.29
FY 27-28: $39,815.26
Fund(s) or Account(s): Budget Amendment Needed:
202 & 203 (Streets Funds) Yes x | No N/A
Recommended Motion:
Move to approve staff to enter into a contract modification with OpenGov for Asset Management
and Work Order Software in the total amount of $173,477.74 over a three-year contract.
Approvals: Name the Policy/Ordinance Followed:
Immediate Division X
Head
Information — X
Technology
Other Division Heads
Communication
Legal Review
Docusign Envelope ID: 89E76C34-D348-4649-8D85-A1CC59E08C3D
OpenGov
¥
OpenGov Inc.
660 3rd Street, Suite 100
San Francisco, CA 94107
United States
Order Form Number: Q-12546 Prepared By: Samantha Grabovac
Created On: 11/18/2025 Email: [email protected]
Order Form Expiration: = 11/28/2025 Contract Term: 34 Months
Subscription Start Date: 01/27/2026
Subscription End Date: 11/26/2028
Customer Information:
Customer: City of Muskegon, MI Contact Name: Dan VanderHeide
Bill To/Ship To: PO Box 536 207 Email: [email protected]
Muskegon, Michigan Phone: 231-724-6705
49440
United States
Order Details:
Billing Frequency: Prepaid
Payment Terms: Net 30 Days
SOFTWARE SERVICES:
Product Name Start Date End Date Annual Fee
Stormwater Domain 01/27/2026 11/26/2026 $9,937.20
Transportation Domain 01/27/2026 11/26/2026 $10,645.59
Walkability Domain 01/27/2026 11/26/2026 $9,511.88
Stormwater Domain 11/27/2026 11/26/2027 $12,520.87
Transportation Domain 11/27/2026 11/26/2027 $13,413.45
Walkability Domain 11/27/2026 11/26/2027 $11,984.97
Stormwater Domain 11/27/2027 11/26/2028 $13,146.92
Docusign Envelope ID: 89E76C34-D348-4649-8D85-A1CC59E08C3D
Transportation Domain | 11/27/2027 | 11/26/2028 | $14,084.12
Walkability Domain | 11/27/2027 | 11/26/2028 | $12,584.22
|
PROFESSIONAL SERVICES:
Product Name | Start Date Description | Fee
rofessional pengiees
Professi i 01/27/2026 Custom D eployment from OpenGov Professional Sereiees team. | $65,648.52
Deployment - Prepaid Scope-dependent. a
Professional Services Total: $65,648.52
Travel and Expense (Billed as incurred and not to exceed): $4,800.00
Customer Billing/Service Periods
Period: Total:
01/27/2026 $95,743.19
11/27/2026 $37,919.29
11/27/2027 $39,815.26
Order Form Legal Terms:
This Order Form incorporates the OpenGov Master Services Agreement ("MSA") attached here or available at
https://opengov.com/terms-of-service/master-services-agreement/.
The "Agreement" between OpenGov and the entity identified above ("Customer") consists of the Order Form, MSA, and,
if Professional Services are purchased, the Statement of Work.
Unless otherwise specified above, fees for the Software Services and Professional Services shall be due and payable, in
advance, 30 days from receipt of the invoice.
By signing this Agreement, Customer acknowledges that it has reviewed, and agrees to be legally bound by the
Agreement. Each party’s acceptance of this Agreement is conditional upon the other’s acceptance of the Agreement to the
exclusion of all other terms
City of Muskegon, MI: OpenGoy, Inc.
Signed by: P; on by
S
ignature: | ignature:| Cam &yamur
Jou Buller 042E57B5396E4E8...
Name: Name: Sam Kramer
Joe Buthker
Title: Title: = oFo
Public Works Superintendent
Date: 44/08/2005 Date: 44/26/2025
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