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Apache Junction staff recommend $117,000 OpenGov purchase to consolidate city asset records
Summary
IT Director Doug Borthwick recommended the city purchase an OpenGov (formerly Cartegraph) asset-management system in a two-phase plan costing $62,000 and $55,000, respectively ($117,000 total); staff said the system will centralize asset records, support lifecycle maintenance and improve budgeting, with implementation over roughly two six-month phases.
IT Director Doug Borthwick presented the council with a staff recommendation on May 4 to procure an OpenGov asset-management system to consolidate multiple, department-specific asset records and support preventive maintenance, lifecycle planning and budgeting.
Borthwick described the platform as "a single map base view of all infrastructure" that tracks asset condition, maintenance history and lifecycle costs; he said phase one (facilities, transportation, parks and traffic signals) is quoted at $62,000 and phase two (walkability, stormwater, water distribution and water treatment) is $55,000 for a total of $117,000. He said the purchase includes multi-year subscription and professional services through an authorized vendor (Carahsoft).
Public Works Director Mike Loggins and Borthwick explained the operational benefits: by recording installation dates and expected life spans, the city can plan replacements and maintenance before assets fail, reducing emergency repairs and associated costs. "Before it breaks and blows out the road and cost us a million dollars to fix that, we can go and be proactive rather than reactive on that," Loggins said.
Council members asked for more detail on expected savings, the number of existing systems to be retired and the man-hours needed to import and clean legacy data. Staff said the software reduces redundancy and helps coordinate cross-department projects; they committed to return to council with more precise estimates on program retirements, anticipated savings and workload for data migration. Borthwick said the implementation plan anticipates approximately six months for each phase and that ongoing subscription costs will apply in later years.
Next steps: staff plans to bring the procurement for formal council approval at the date referenced in the meeting record ("Tuesday the 19th"). Council requested additional detail on expected net savings and which legacy systems will be replaced before approval.
