REPORT TO COUNCIL
SUBJECT
Title
Action on an Agreement for Services with e-Builder, Inc. for a Capital Projects Management System and Approve Related Budget Amendment
Report
BACKGROUND
City staff manages approximately 225 Capital Improvement Program (CIP) projects with the majority of the projects being administered by the Electric Utility Department, Public Works Department, and Water and Sewer Utilities Department. The project scopes of these projects widely vary and require extensive monitoring, scheduling, budgeting and reporting. Currently, staff utilizes Microsoft Office products to manage project design and construction processes, and other software applications, such as PeopleSoft Financials, to order materials and process payments. These products are inadequate to efficiently handle the City's CIP projects. With an appropriated CIP budget of approximately $83 million for Fiscal Year 2018-2019, and $510 million expected over the next five (5) years, it is critical the City acquire a projects management system to integrate project phases, schedules, budgets, funding, project payments and stakeholders.
DISCUSSION
On August 28, 2018, staff issued a Request for Proposal (RFP) for a capital projects management system and nine (9) proposals were received. The proposals were evaluated by staff from the City Manager's Office, the Electric Utility Department, Public Works Department, and Water and Sewer Utilities Department. After the team's initial evaluation of the proposals, City staff interviewed the top three finalists (Aurigo Software Technologies Inc., e-Builder, Inc., and HKA Global, Inc.) and selected e-Builder, Inc. as the finalist.
e-Builder, Inc. was selected for several reasons, including but not limited to:
* Experience at comparable municipalities
* Robust implementation process that includes integration with City's financial system, PeopleSoft Financials
* Data migration/interoperability capabilities
* System administration will be provi...
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