ITEM 4. 10
CITY MANAGER' SREPORT
OCTOBER 14, 2024 CITY COUNCIL REGULAR MEETING
ITEM: APPROVE PURCHASE OF PROJECT MANAGEMENT
SOFTWARE AND SUPPORT SERVICES FROM EC
AMERICA AND APPROVE BUDGET AMENDMENT
RECOMMENDATION: Adopt Resolution to Approve the Purchase of Project Management Software and Support Services from EC
America and Approve Budget Amendment
SUMMARY:
As the City continues to develop at a rapid pace, the management of project construction data becomes more important to maintain efficient construction as well as maintain accessible documentation in cloud storage. To provide the needed management and storage of construction data for Development and Capital Improvement Projects ( CIPs), staff desires to purchase Procore project management software subscription ( Procore) and technical support services from EC America, Inc.
EC America).
Staff requested and received a California Multiple Award Schedule ( CMAS) quote for the purchase of a 12 month Procore software subscription and technical support hours from EC America for a cost of $92,15. 70, as shown in Attachment " B".
Staff requests City Council approve the purchase of a 12 month Procore software subscription and technical support services from EC America for a total cost of 92,15. 70. Staff also requests that City Council approve a budget amendment in the amount of $ 92,16 as detailed in the Fiscal Impact Section of this report.
BACKGROUND:
Procore is utilized by many agencies and construction and engineering firms to manage and store construction documents and data for projects of all sizes and complexity. Examples of documents and processes this software manages include Requests for Information ( RFIs), photos, product submittals and drawings. Financial management tools for documents such as Contract Change Orders ( CCOs) and budget analyses are also included. City staff currently utilize Procore for River Islands projects and the Police Property & Evidence Building, CIP GG 21- 13, and are therefore familiar with the Project.
This software will help City staff manage construction oversight processes and a large volume of documents for the Consolidated Treatment Facility Phase 3 Expansion, CIP WW 22- 38, which started in early September 2024, as well as various other projects throughout the City, including the Public Works Administration Building, Animal Center and Community Center.
The proposed purchase includes a 12 month subscription to Project, Financial and Invoice Management tools and 115 hours of technical support services and training CITY MANAGER' S REPORT PAGE 2
OCTOBER 14, 2024 CITY COUNCIL REGULAR MEETING
APPROVE PURCHASE OF PROJECT MANAGEMENT SOFTWARE AND SUPPORT
SERVICES FROM EC AMERICA AND APPROVE BUDGET AMENDMENT
from the vendor' s
support staff. The cost of future subscriptions is not included in this request, and would be funded through biennial budget appropriations.
Staff requested and received a quote from EC America for a Procore software subscription and technical support services, as shown in Attachment " B". Since this quote is provided from a CMAS vendor at CMAS pricing, no additional quotes are needed pursuant to Lathrop Municipal Code 2. 36. 110D.
REASON FOR RECOMMENDATION:
The purchase of a Procore software license will provide staff the tools to efficiently manage the construction processes and documents for current and upcoming CIPs.
The technical support services will provide staff with training, software updates and consultation for customization of services.
FISCAL IMPACT:
The purchase of the EC America product listed in Attachment " B" has a cost of 92,15. 70. Staff requests City Council also approve a budget amendment in the amount of $92,16 as detailed below:
Increase Expenditures
2020- 5- 03- 420- 58- 00 (Support) $ 26, 895. 21
2020- 5- 03- 45- 10- 0 (Subscription) $ 66, 020. 49
The cost of future subscriptions is not included in this request and would be funded through biennial budget appropriations.
ATTACHMENTS:
A. Resolution Approving the Purchase of EC America, Inc. Product and Approving Budget Amendment
B. Quote - EC America, Inc.
Brad aylor
City ngineer
CITY MANAGER' S REPORT PAGE 3
OCTOBER 14, 2024 CITY COUNCIL REGULAR MEETING
APPROVE PURCHASE OF PROJECT MANAGEMENT SOFTWARE AND SUPPORT
SERVICES FROM EC AMERICA AND APPROVE BUDGET AMENDMENT
APPROVALS:
o. ; 24
Steven Hollenbeak Date
Assistant Engineer
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Ken Reed Date
Senior Construction Manager
0/ 7/ 202q
Date
andes Date
Information Systems Director
Cari Ja
Finance D ector
0/ 7/ 26
Date
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Michael King Date
Assistant City Manager
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Salvador Navarrete Date
City Attorney
Stephen J. Salvatore Date
City Manager
RESOLUTION NO. 24-
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LATHROP TO
APPROVE PURCHASE OF PROJECT MANAGEMENT SOFTWARE AND SUPPORT
SERVICES AND APPROVE BUDGET AMENDMENT
WHEREAS, the City desires to purchase a Procore software subscription Procore) and technical support services from EC America, Inc. (EC America) for the tracking and management of construction data for Capital Improvement Projects CIPs); and
WHEREAS, Procore would be immediately utilized to document construction of Consolidated Treatment Facility Phase 3 Expansion, CIP WW 22- 38, and also used for many future CIPs; and
WHEREAS, pursuant to Lathrop Municipal Code 2. 36. 110D, staff requested and received a quote through California Multiple Award Schedule ( CMAS) for Procore from EC America, which is attached to the City Manager' sReport that accompanied this resolution; and
WHEREAS, the quote includes a 12 month subscription to Project, Financial and Invoice Management tools and 115 hours of technical support services and training from the vendor' ssupport staff; and
WHEREAS, up to 115 hours of technical support services across five categories are also included in the proposed quote; and WHEREAS, staff requests City Council approve the purchase of Procore from EC America for a total cost of $ 92,15. 70; and
WHEREAS, staff requests that City Council also approve a budget amendment in the amount of $ 92,16 as detailed below.
Increase Expenditures
2020- 5- 03- 420- 58- 00 (Support)
2020- 5- 03- 45- 10- 0 (Subscription)
26, 895. 21
66, 020. 49
NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Lathrop does hereby approve the purchase of Procore and technical support services from EC America, Inc. for an amount of $ 92,15. 70 as shown in Attachment " B" of the City Manager' sReport that accompanied this resolution; and BE IT FURTHER RESOLVED, that City Council of the City of Lathrop does hereby approve a budget amendment as detailed above.
The foregoing resolution was passed and adopted this 14th day of October 2024, by the following vote of the City Council, to wit:
AYES:
NOES:
ABSENT:
ABSTAIN:
Sonny Dhaliwal, Mayor
ATTEST: APPROVED AS TO FORM:
Teresa Vargas, City Clerk Salvador Navarrete, City Attorney
ATTACHMENT B
EC America, Inc.
a subsidiary of ® immixGroup
Ken Reed
City of Lathrop
PH: (209) 712- 3136
kreed@ci. lathrop. ca. us
Quote Number:
Quote Date:
Expiration Date:
QUO- 1485458- T2W2B4
9/ 24/024
10/ 24/024
Manufacturer Quote #:
Manufacturer Ref #:
Start Date: 10/7/ 24
Term: 12 months
Project Cap: 20
ACV: 40M
SOW included below
Sales Quotation
Contract No.: 3- 18- 70- 1448C
CAGE Code: 1QTH6
DUNS No.: 01- 757- 3259
TAX ID#: 52- 2085893
Terms: Prepaid
FOB: Destination
Order Address:
EC America
8444 Westpark Drive, Suite 200
McLean, VA 22102
PH: 703-52- 0610 FX: 703-52- 0611
EC America Contact:
1 770- 615- 2468
Strane, Logan
Locian. Strane@immixgroup. com
Manufacturer Contact:
916- 770- 5856
Corah, Tyler
tyler. corah@procore. com
Item Part Number Contract Trans
Type Product Description " Qty Prise Extended
Pryer
1 PRO -1410- 06 3- 18- 70- 1448C SUB Project Management Pro: provides Project Overview, Documentation, and Communication Management
tools, including Directory, Reports, Documents,
Drawings, Photos, RFIs, Specifications, Submittals,
and Punchlist. Pricing is maximum price for ACV from
25M -** TRUSTED PRODUCT **
1 37, 776. 6583 37, 776. 6E
2 PRO - 1430- 06 3- 18- 70- 1448C SUB Project Financials: provides Financial Management tools, including Direct Costs, Change Events,
Commitments, Change Orders, Prime Contract, and
Budget. Pricing is maximum price for ACV from $ 25M -
50M.** TRUSTED PRODUCT **
1 18, 266. 0621 18, 266. 0E
3 PRO - 1600- 06 3- 18- 70- 1448C SUB Invoice Management** TRUSTED PRODUCT ** 1 9,77. 7666 9,77. 7 4 PRO -2800 3- 18- 70- 1448C SVC Custom Statements of Work** TRUSTED PRODUCT ** 115 233. 8714 26, 895. 21 SUBSCRIPTION $ 66, 020. 49
SERVICES $ 26, 895. 21
Grand Total $ 92,15. 70
All Pricing information is confidential Paae 1 of 2
Quote # QUO- 1485458- T2W2B4
List of Services Included: Unlimited customer support, unlimited user licensing, unlimited storage in the cloud, implementation manager Construction Volume: Construction Volume means the aggregate dollar value of the construction work performed or put in place for all distinct projects for which Customer utilizes the Subscription Services identified with Customer' s Procore account( s) during the Subscription Term identified on this Order.
Subject to the Terms and Conditions of Contract Number 3- 18- 70- 1448C.
Taxes: Sales tax shall be added at the time of an invoice, unless a copy of a valid tax exemption or resale certificate is provided.
All Purchase Orders must include: End User Name, Phone Number, Email Address, Purchase Order Number, Government Contract Number, Our Quote Number, Part Numbers, Bill -To and Ship - To Address ( Cannot ship to a PO Box), Period of Performance (if applicable), and a Signature of a duly Authorized Representative.
The identified line items are Trusted Products under the immixGroup Trusted Supplier Program. immixGroup Trusted Supplier Program Policies, Commitments and Guarantees/ Warranties can be obtained at:
http:// www. immixgroup. com/ uploadedFiles/ Trusted- Supplier- Program_ Guarantee- and- Warranty. pdf All Pricing information is confidential Page 2 of 2Quote # QUO- 1485458- T2W2B4
OVERVIEW
Date: Jul 22, 2024
Procore Technologies, Inc., (Procore) a Delaware corporation, having its principal place of business at 6309 Carpinteria Avenue Carpinteria, CA 93013, is pleased to present this Statement of Work (" SOW") for Procore Customer:
City of Lathrop ( Customer) having its address at 390 Town Center Parkway Lathrop, CA 95330.
Customer has chosen to implement Procore' sProject Management Pro, Project Financials, and Invoice Management products. To streamline the implementation and rollout of Procore for Customer projects in North America, Customer and Procore agree to the following scope of services by Procore:
This SOW includes access to Project Management Services, Virtual Consulting Services, Virtual Training Services, and Custom Solutions Services.
These services benefit the Customer in the following ways:
Project Management Services ensure a consistent point of contact throughout the implementation to manage the successful execution of service project scope.
Virtual Consulting Services provide guidance and best practices, for product as well as business processes, in order to successfully execute project scope.
Virtual Training Services to drive successful adoption of customer Stand Operating Procedures SOPs).
Custom Solution Services allow for PDF and workflow standardization across the organization.
This SOW also includes access to Remote Administration Services ( RAS) provided to the Customer. These Administration Services will assist with various account setup tasks and ongoing Procore administration.
These services benefit the Customer in the following ways:
Help with accurate tracking of open project items, risks, and subsequent resolutions Assist with company and project set up to help expedite implementation and time to fast value Help provide flexibility by freeing resource hours and redirecting towards other business priorities Provide an option to customers that choose to outsource administrative tasks procore. com 12
SCOPE OF WORK
PROJECT MANAGEMENT SERVICES
Procore will provide one ( 1) Project Manager ( PM) to provide up to fifty ( 50) hours of Project Management efforts. The Customer will identify lead Procore administrators within the Customer organization who will have direct access to the designated PM.
Project Management Services may include:
Coordination, planning, and managing the execution of all services contained within this statement of work
Monitoring SOW services usage and managing changes to scope related to available hours and jointly ( customer/ Procore) defined schedule milestones Providing recurring project status updates, monitoring the health of the project, identifying and communicating project risk, and managing implementation success criteria Developing an implementation plan based on customer objectives Providing strategy and consultation expertise on rollout and training best practices, when in scope Once the Implementation phase is complete, the Customer will transition to one ( 1) Customer Success Manager ( CSM) who will be the main point of contact for Customer post -implementation.
CONSULTING SERVICES
Procore will provide up to forty ( 40) additional hours of Virtual Consulting Services to be used for assistance with rolling out Procore. For purposes of clarity, Consulting Services are separate from Project Management.
Consulting Services are typically led by Strategic Product Consultants. Procore Consulting Services may be leveraged for any of the following:
Scheduled virtual consulting sessions, which may include:
Procore led discovery intended to surface a customer' s business outcomes, processes and strategy
Advisement on recommended processes per the customer' s processes, goals and products
Consultative guidance on best practices, configuration settings, permissions based on desired business process and outcomes
General Q&A with Customer' sProcore Committee or individual project teams.
Review and guidance on customer drafted SOPs in a Procore provided template.
In addition the Consulting Services may provide the following services:
Coordination, planning, and research in support of process or project requirements.
VIRTUAL TRAINING SERVICES
Procore will provide Customer up to ten (10) hours of virtual training led by a Strategic Product Consultant. As part of the Virtual Training allotment of hours, up to two ( 2) hours may be used for planning and follow up.
Virtual Training will be delivered in increments of 2 or more hours at a time.
Training Services may include:
Scheduled virtual training sessions may include:
procore. com 3
Customized agendas based on Customer' s desired training format, audience, process and tool priorities.
o Virtual train -the -trainer sessions on customer' s Procore configuration, business process, and standard operating procedure.
c General Q&A with Customer' sinternal team.
In addition Training Services may provide:
c Coordination, planning, and setup in support of process or project requirements.
Training Services do not include:
Training on business processes not included in consultation services.
Data entry or other user -facing general setup functions.
Staff augmentation.
Configuration or changes to custom forms, tools, or workflows.
CUSTOM SOLUTIONS
Procore will provide up to five ( 5) hours for custom form and workflow development. These services will be provided by the Custom Solutions team and include customizing PDF item outputs for select Procore tool( s).
Additional hours may be purchased as needed.
Any and all intellectual property and/ ortechnology (" IP") that is created in connection with this SOW by Procore shall be deemed " Services" as defined in the Agreement and owned solely by Procore. Procore hereby grants Customer the non- exclusive right to use any custom forms, tools and workflows solely for its internal business purposes during the term of the Agreement.
REMOTE ADMINISTRATION SERVICES
Procore will provide up to ten (10) hours of Remote Administration Services (" Administration Services") to assist with configuring and administering Procore for the Customer organization, as well as populating data within Procore projects and tools. Customer may use Administration Services hours purchased to address any of the tasks listed below. Additional hours may be purchased as needed for the following tasks:
Company Level Setup/ Configuration Services
Project Level Setup/ Configuration Services
Project Level Data Population Services
Remote Administration Services do not include:
Training or consultation
Development of standard operating procedures
Procore Analytics implementation/ configuration
Budget forecasting
Data exports/ extractions
Modification to, interaction with, and/ or extraction from systems other than Procore Data Migration
Custom Solutions generated Custom Workflows
Training and Certification Center management
Data entry or import, except for, and limited to the data imports specifically identified above.
Any other Services not explicitly identified in this SOW procore. com 4
CUSTOMER ADMINISTRATION SERVICES REQUIREMENTS
In order to successfully complete Customer' sAdministration Services work requests, Customer will:
Provide access for the approved Procore administrators to engage Customer' sProcore account as a Company Admin" role.
Make appropriate personnel available to assist Procore in the timely performance of its responsibilities.
Provide written instructions to Procore personnel for any Procore Administration Services to be conducted.
Obtain and provide applicable information, data, consents, or decisions within the Customer' s organization in a
timely manner as required by Procore to perform the Administration Services.
Make the accurate data, materials, and resources available in a timely manner for the execution of
the Administration Services.
Limit the access to Customer systems, Customer information contained in such systems, and Customer' s service providers to only that which is necessary for performance of the Administration Services, provided that in no event will Procore will incur any liability with respect to its access to such systems, providers, or data.
Be responsible for providing timely responses to any needed clarifications on the scope of work to be delivered.
Review and approve all configuration changes and data entered by Procore personnel in Customer' s account; in no event will Procore be responsible for approved configuration changes and data entered at the direction of Customer.
Should these responsibilities be unable to be met by Customer, Procore reserves the right to amend the Project schedule or terminate the associated SOW without refund of any fees to Customer.
In order to best support customers, Remote Administration Services are delivered by Procore using resources located throughout the world. Customer acknowledges and agrees that Procore may transfer and process Customer Data to and in the United States and anywhere else in the world where Procore, its affiliates, or its subprocessors maintain data processing operations.
procore. com 5
SUMMARY OF SERVICES
ONE- TIME SERVICES
Project Management
Services
Consulting Services
Ongoing access to Project Manager.
Includes Project Management efforts and Project 50 PRO -2800 Administration.
Virtual Consulting focused on Procore best
practices.
40 PRO -2800
Virtual end -user Training. Includes up to 2 hours of
Training Services planning, and follow up. Training will be delivered in 10 PRO -2800 increments of 2 -hours or more.
Remote
Administration
Services
Custom Solutions
Total
Inclusions and exclusions for Remote Admin
Services are outlined above.
Generation of custom forms within specific Procore
tool( s)
10 PRO -2800
5 PRO -2800
115
The above breakdown of cost allocation represents our best estimate of resource effort per service type. This breakdown may be revised by Customer and Procore' s mutual agreement should service needs change during the course of the implementation. For calls or meetings that require more than one ( 1) Procore resource, hours will draw against the relevant bank of hours per resource.
Services shall remain valid for twelve ( 12) months from the Service Start Date. However, Customer' sexpected project timeline is six (6) months from the project kickoff call and/ or mutually agreed upon project start date the " Project Start Date"). The Project Start Date shall be no more than thirty ( 30) days from the Service Start Date.
ADD- ONSERVICES
Services in addition to those included in this Statement of Work are available upon request for a fee and are not included in this scope.
GENERAL CUSTOMER REQUIREMENTS AND DEPENDENCIES, APPLICABLE TO ALL SERVICES Customer Resources
procore. com 6
Customer will identify a Procore Committee who will be responsible for the success of Procore within the Customer' s organization. The Procore Committee will consist of:
1. An Executive Sponsor who serves as the directly accountable individual for the success of Procore.
Responsibilities of the Executive Sponsor include but are not limited to:
a. Reviewing Implementation Progress Reports Generated by the Procore Project Manager. b. Attending Business Reviews conducted by the Procore Customer Success Manager. c. Acting as final Decision Maker should the Procore Committee be unable to reach general consensus
d. Acting as escalation contact for risk
2. Procore Admin( s) who serves as the key stakeholder( s) for the rollout of Procore at Customer' s organization. Responsibilities of the Procore Admin( s) included but are not limited to:
a. Actively participating in the implementation process by attending consultations and solidifying standard operating procedures
b. Act as the main point of contact for training questions from Customer employees and escalate issues to Procore Project Manager, if needed
c. Completing assigned tasks via the Project Plan
d. Complete Procore Certifications
3. Procore Advisors who provide input and feedback on Customer - specific processes.
Customer Partnership
The Customer is an active participant in the implementation from the beginning of the process in order to facilitate the delivery of the Services in this scope of work. Customer personnel must be available as needed to complete the project Alignment meeting, discuss requirements, attend consultations and training, develop interfaces, perform system testing,
Procore Admins will have overall
and send communication to third parties and internal staff. Customer' s responsibility finalizing design decisions within the Customer organization. If Customer resources are not available as needed, or there are organizational changes, it will negatively impact the delivery of services included in this Statement of Work. The Customer resource time commitment will vary based on the complexity of the requirements and desired timeline.
The Customer will be responsible for the following, if applicable to Services purchased:
System Configuration: The customer will be responsible for configuring Procore based upon consultation call outcomes unless otherwise specified in this Statement of Work via Remote Administration Services
Standard Operating Procedures: The Customer will be responsible for writing Standard Operating Procedures ( SOPs) to support the internal users and their interactions with Procore application unless otherwise specified in this Statement of Work.
Data Import: The Customer will be responsible for loading all data into the Procore system via the Procore user interface or Procore imports tool unless otherwise specified in this Statement of work via Remote Administration Services.
Standard Reports: The Customer will be responsible for identifying the standard reports that are applicable to their business needs and run these reports during the testing phase of the project.
API Integrations: The customer is responsible for building any API integrations into Procore.
Middleware programs and API calls will be managed and written by the customer unless otherwise specified in this SOW.
LEGAL TERMS AND CONDITIONS
This SOW is also governed by the Procore Subscription and Services Agreement (" Agreement"), as well as the Procore Data Protection Addendum (" DPA"), as executed by Customer. Customer acknowledges and agrees that Procore may transfer and process data to and in the United States and anywhere else in the world where Procore, its Affiliates, or its Subprocessors maintain data processing operations. Subject to the terms of the DPA, Procore may appoint additional Subprocessors as described in this SOW beyond those Subprocessors designated in the DPA if required to provide the services described herein. procore. com 7