CLEARBOX PROCURE CASE STUDY
Aurora Streamlines Asset Management with Cartegraph Adoption
When the City of Aurora set out to enhance its asset management capabilities, it needed a comprehensive solution to monitor and maintain critical infrastructure, from streets and parks to traffic and water systems.
Explore how Aurora partnered with Marketplace.city to navigate the procurement process, evaluate 23 vendor submissions, and ultimately select the right technology to streamline operations. Discover how a data-driven approach, stakeholder collaboration, and strategic market insights led to the successful adoption of Cartegraph Asset Management by OpenGov—empowering the city with improved oversight, efficiency, and decision-making.
AT-A-GLANCE
- Location: Aurora, IL
- Government Type: City
- Population: 180,000
- Buyer: Public Works Department
- Key parties: Public Works, Information Technology, Purchasing
THE CHALLENGE
Finding the Right Asset Management Solution
In the spring of 2024, the City of Aurora sought a comprehensive software solution to monitor and manage its physical asset portfolio, including streets, parks, traffic, and water systems. Additionally, stakeholders prioritized city-wide visualizations supported by the system's native ESRI integration, enabling instant access to granular asset details, maintenance history, and lifecycle data. The ideal solution would convert insights into action through a streamlined work order management system and offer robust mobile functionality for field access.
THE SOLUTION
A Strategic Approach to Vendor Evaluation and Procurement
Marketplace.city partnered with Aurora to address these needs through stakeholder consultations and pre-existing market research. The team developed and published a solicitation on behalf of the City, complemented by proactive marketing to industry leaders. This public opportunity attracted 23 submissions from vendors competing for Aurora’s business. Marketplace.city strives to maximize high-quality submissions for clients, ensuring an optimal balance between preference selection and price.
To prevent data overload for project leaders, Marketplace.city delivered tailored comparative analyses. These analyses enabled stakeholders to easily evaluate submissions against core metrics. Vendors proposing the same underlying software—with varying service and implementation packages—were directly compared to highlight key differences. This approach streamlined decision-making and clarified each proposal's unique value.
“Aside from the numerous hours saved with RFP development, vendor communications, and project management, in my opinion Marketplace.city’s greatest contribution was trusted advisor. With a deep and diverse project team, our project discussions are often divided into specific operational details. I can’t count how many times I relied on Marketplace.city to keep us on track and in sight of the big picture.”
- Brian Katamay, Long Term Control Plan Project Assistant, Aurora, IL
THE OUTCOME
The evaluation process included written submission reviews and tailored demonstrations with a subset of preferred asset management vendors. Finalists were invited to respond to a closed Request for Proposals (RFP), providing refined pricing and addressing any outstanding functional questions.
Eight months after initiating the project with Marketplace.city, Aurora selected Cartegraph Asset Management by OpenGov as its core municipal system. The decision process culminated in a comprehensive Briefing Packet, documenting every step of the procurement journey. In November 2024, Aurora’s City Council approved this major purchase, marking a significant milestone in the City’s asset management strategy.