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Bedford approves Elements XS asset-management purchase: $142,833 implementation, $45,500 annual
Summary
The council authorized a 15-month agreement (through cooperative purchasing) to implement Elements XS asset-management/work-order software (implementation $142,832.95; annual $45,500). Staff said the system will replace three separate work-order systems, add parks, and provide GIS-centric asset tracking for water, wastewater and storm systems.
The Bedford City Council on May 27 authorized a 15-month agreement with Novatex LLC to purchase Elements XS asset-management software through the TIPS cooperative, approving an implementation cost of $142,832.95 and an annual maintenance cost of $45,500.
Public Works Director Joe Schweitzer described the purchase as the consolidation of multiple legacy work-order systems used across public works, facilities and fleet into a single, GIS-centered system. "By putting everything into one work order system, we've all demoed this... the dashboard, Andrea can put in a request if she gets a phone call from a citizen and she can pull up that dashboard and see exactly where that work order is in the process," Schweitzer said.
Schweitzer said the system will improve the city's ability to run reports and create data-driven replacement schedules (for example, to identify vehicles with high maintenance costs). Parks will be added to the system as a department for the first time. Staff said implementation was expected to take roughly six to nine months with a target go-live before current vendor contracts expire in January 2026.
Councilmember Dawkins asked how the annual cost would be split among departments; Schweitzer and Assistant City Manager Karen Riggs said the FY 2025-26 budget process will apportion the ongoing $45,500 among the departments that use the software.
The council voted unanimously to approve the purchase.
