To: Honorable Mayor and Members of Town Council
Through: David L. Corliss, Town Manager
From: John Kilman, CTO
Title
Resolution Waiving the Formal Written Bidding Requirement on the Basis of Sole Source and Approving a Three-Year Master Services Agreement with OpenGov Inc.
Body
________________________________________________________________________________
Executive Summary
Staff requests approval to renew the OpenGov OMS (formerly Cartegraph OMS) subscription (Exhibit A) for a 3-year term, the existing agreement expires on 12/31/2025. Approval of the renewal agreement early allows for the planning of increased costs (1/1/2026-12/31/2028) and assurance of non-interrupted support for a critical tool used to manage the Town’s recreational, streets/traffic, and water/sewer assets.
Staff requests the approval of the OpenGov Master Service Agreement (Exhibit B) between the Town of Castle Rock and OpenGov, previously approved by the Town of Castle Rock's legal department.
Budget Impact
The total cost of this 3-year budgeted agreement is $297,840.25 and will be paid annually by the Water Department, Parks & Recreation Department, and Public Works Department, split using specific features and the percentage of staff using the software when the annual payment is due. The annual estimated split by department was calculated on 8/14/2025 with 182 people actively using the OMS software.
|
Department |
2026 |
2027 |
2028 |
GL Code/s |
|
CR Water |
$56,588.67
|
$59,418.10
|
$62,389.02 |
210-4235-442.50-22
211-4345-443.50-22
212-4435-445.50-22
213-4535-445.50-22 |
|
Parks & Rec |
$13,863.96
|
$14,557.16
|
$15,285.01
|
110-5200-452.50-22 |
|
Public Works |
$24,025.01
|
$25,226.26
|
$26,487.56
|
120-3110-431.50-22
120-3120-431.50-22
120-3140-431.50-22 |
|
Total |
$94,477.63 |
$99,201.52 |
$104,161.60 |
|
Staff Recommendation
Staff recommends approving the 3-year term Master Agreement between the Town
of Castle Rock and OpenGov for a budget total of $297,840.75
Proposed Motion
“I move to approve the Master Service Agreement between the Town of Castle Rock and OpenGov Inc. as introduced by title.”
Attachments
Attachment A: Resolution
Attachment B: OpenGov Order Form
Attachment C: OpenGov Master Service Agreement
Attachment D: Sole Source Justification
Attachment E: 2026 - 2028 Cost Split Worksheet