REPORT TO COUNCIL
SUBJECT
Title
Action to Delegate Authority to the City Manager to Negotiate and Execute Amendment No. 2 to the Agreement with e-Builder, Inc. for Annual Software Subscription Fees and Associated Services for Capital Project Management Software
Report
COUNCIL PILLAR
Deliver and Enhance High Quality Efficient Services and Infrastructure
BACKGROUND
On March 26, 2019, following a competitive Request for Proposals (RFP) process, the City Council authorized the City Manager to execute an agreement with e-Builder, Inc. (e-Builder) for a cloud-based capital project management system. This system enables City staff to manage communication, workflows, scheduling, reporting, and project information in real time for capital improvement projects (CIP) managed by Silicon Valley Power (SVP), Department of Public Works (DPW), and Water & Sewer Utilities Department (WSUD). City staff manages approximately 200 CIP projects, with the majority of those projects administered by SVP, DPW, and WSUD. The scopes of these projects vary widely and require extensive monitoring, scheduling, budgeting, and reporting. The Agreement with e-Builder included the implementation of the system as well as five (5) years of licensing and support services. The term of the agreement with e-Builder is set to expire on March 26, 2024.
On March 9, 2021, the City Council authorized the City Manager to execute Amendment No. 1 to the Agreement to increase the maximum compensation by $134,551.28 for a revised maximum compensation of $1,150,000. This increase was necessary due to additional programming and integration services required to improve efficiency such as to add integration to the City's Financial System (PeopleSoft) so that financial items such as purchase orders and payments are aligned between the two systems without manual intervention.
DISCUSSION
City staff, contractors, and consultants have utilized e-Builder for the past five years to efficiently manage the City's C...
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