TO: Indian River County Board of County Commissioners
THROUGH: John A. Titkanich, Jr., County Administrator
Sean C. Lieske, Director of Utility Services
Howard G. Richards, PE, Manager - Capital Projects
FROM: Jennifer Hahn, Asset Manager
DATE: February 5, 2026
SUBJECT: Final Pay for Work Order No.2 for Arcadis, U.S., Inc. for Consulting and Support Services for the Department of Utility Services Computerized Maintenance Management System, IRCDUS Project ID: 00.23.541
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BACKGROUND
Indian River County Department of Utility Services (IRCDUS) relies on a Computerized Maintenance Management System (CMMS) to manage work orders, asset data, and maintenance activities across its water, wastewater, and reuse utility infrastructure. The Department’s existing CMMS (SEMS) is no longer supported by the vendor, necessitating replacement.
In May 2023, the Board of County Commissioners approved a contract with OpenGov for the purchase of Cartegraph Asset Management software and associated professional services to replace the Department’s legacy SEMS computerized maintenance management system. The approval was based on the discontinuation of SEMS support following a series of corporate acquisitions and OpenGov’s offer to IRCDUS, as an existing SEMS customer, to transition to the Cartegraph platform at a discounted rate. The approved contract included cloud-based software licensing, GIS-enabled asset management functionality, and third-party professional services for initial system setup and staff training, with the intent of modernizing IRCDUS’s asset management capabilities and aligning with current industry practices.
Following approval of the OpenGov Cartegraph software, IRCDUS initiated early implementation planning activities and engagement with the vendor. During this process, staff identified that the transition from the legacy SEMS system to the Cartegraph platform was more complex than initially anticipated due to significant differences in system architecture, functionality, and data structure. In particular, the migration of historical asset and work management data, the configuration of GIS-based assets, and the definition of business processes and workflows required for effective CMMS use necessitated additional requirements development and readiness planning beyond the professional services included in the OpenGov contract. To address these needs and reduce implementation risk, IRCDUS engaged Arcadis under Work Order No. 2 to provide CMMS readiness support, requirements validation, and facilitation of a structured software evaluation.
On April 16, 2025, the Board of County Commissioners approved Work Order No. 2 (WO 2) to Arcadis, U.S., Inc. pursuant to the Continuing Contract Agreement dated May 2, 2023. The purpose of WO 2 was to provide consulting and support services associated with CMMS readiness, requirements development, and implementation planning under IRCDUS Project ID 00.23.541. The Scope of Services included four tasks: (1) CMMS Readiness Review; (2) Development and facilitation of scripted software demonstrations; (3) Implementation scoping and Phase I detailed planning; and (4) an allowance for additional on-call assistance.
Under WO 2, Arcadis completed Task 1 (CMMS Readiness Review) and Task 2 (Develop and Facilitate Scripted Demos). These efforts included updating and validating CMMS functional and technical requirements, conducting a readiness review, facilitating a scripted demonstration and system evaluation, and documenting findings and recommendations. Completion of these tasks provided IRCDUS with updated requirements, improved understanding of internal business needs, and insight into CMMS implementation considerations.
Based on the results of the CMMS readiness review and software evaluation, IRCDUS determined that proceeding with a formal competitive procurement would best support a comprehensive evaluation of available CMMS platforms and implementation approaches. As a result, IRCDUS elected to pause further execution of WO 2 and not proceed with Task 3 or the optional Task 4, and is transitioning to a Request for Proposals (RFP) process to solicit detailed solutions from qualified CMMS providers and implementation partners capable of addressing the identified readiness gaps and supporting long-term asset management objectives.
As a result, the remaining unexpended funds authorized under WO 2 will not be used for additional Arcadis services and are instead intended to be applied toward implementation services associated with the future CMMS procurement and selection.
ANALYSIS
Arcadis, U.S., Inc. has satisfactorily completed Tasks 1 and 2 under Work Order No. 2, which included the CMMS readiness review, requirements update, and facilitation of a scripted software demonstration and evaluation. IRCDUS has reviewed and accepted all deliverables associated with these tasks. No additional services under Task 3 or Task 4 will be authorized. Issuance of final payment will complete the County’s financial obligations under Work Order No. 2 and allow IRCDUS to close out the contract.
Aracdis, U.S., Inc. (Arcadis) has completed its obligations under the agreement, and has been paid $117,428.30 to date. Arcadis has submitted the attached invoice for final payment in the amount of $466.05. Payment of the final invoice will complete IRCDUS’ obligation to Arcadis for the total amount of $117,894.35.
BUDGETARY IMPACT
Funds, in the amount of $466.05, for the final payment are budgeted and available in the Utilities/General & Engineering/Other Professional Services/Computerized Maintenance Support account, number 47123536-033190-23541, in the Utilities operating fund. The Utilities operating fund budget is derived from water and sewer revenues.
PREVIOUS BOARD ACTIONS
• On May 19, 2020, approved Work Order No.2 (WO 2) to Arcadis pursuant to Agreement for Professional Services entered into on October 17, 2017.
• On May 16, 2023, approved OpenGov Cartegraph Asset Management software and implementation services for the replacement of the current SEMS software.
• On April 16, 2025, approved Work Order No.2 for Arcadis, U.S., Inc. for Consulting and Support Services for the Department of Utility Services Computerized Maintenance Management System, IRCDUS Project ID: 00.23.541
POTENTIAL FUTURE BOARD ACTIONS
• Approval of CMMS selection and implementation services following competitive procurement process in 2026
STRATEGIC PLAN ALIGNMENT
Infrastructure: Planning, constructing, managing, and maintaining critical public infrastructure in response to our current needs, future demands, and the expectations of our community; embracing innovation, technology, and resiliency.
OTHER PLAN ALIGNMENT
None
STAFF RECOMMENDATION
Recommended Action
Staff recommends that the Board approve final pay 36101742 to Arcadis, U.S., Inc. for WO2 in the amount of $466.05 for CMMS readiness assessment services. Upon approval the remaining obligation will be closed.