City Council
September 19, 2023
AGENDA REPORT
TO: Jestin D. Johnson FROM: G. Harold Duffey
City Administrator Director, Oakland Public
Works
SUBJECT: PMWeb Software Contract/License
Extension/Renewal Technical
Amendment
DATE: September 19, 2023
City Administrator Approval Date:
RECOMMENDATION
Staff Recommends That The City Council Amend Resolution No. 89649 C.M.S.
Authorizing The City Administrator To Correct The Start Date Of The Extended PMWeb Contract Term To October 1, 2023, Instead Of December 31, 2023, For Support Services, Functionality, Licenses, Training, And Enhancements For The PMWeb Application Through December 31, 2028.
EXECUTIVE SUMMARY
The City Council approved Resolution No. 89649 C.M.S. on March 21, 2023, to extend the contract term for the Capital Improvement Project Portfolio & Project Management software system (CIP PPM System) with PMWeb, Inc., along with PMWeb’s implementation subcontractor, HKA, for an amount not to exceed three million one hundred twenty-seven thousand five hundred dollars ($3,127,500) through December 31, 2028, which includes annual licenses, configuration, support, training, and enhancements for the PMWeb application over the next five years.
Staff made an error on the start date of the contract extension. The current PMWEB contract ends on October 1, 2023 as shown in Attachment B: Executed Master Agreement. Therefore, to avoid a three-month gap between the current contract end date and authorization for the beginning of the amendment, staff recommends that the new proposed amendment make the technical correction.
REASON FOR URGENCY
The current PMWeb contract is quickly reaching its capacity and will soon expire. It’s important to maintain continuity in this system’s implementation and continued use.
Sep 7, 2023
Jestin D, Johnson, City Administrator
Subject: PMWeb Software Contract/License Extension/Renewal Technical Amendment Date: August 30, 2023 Page 2
City Council
September 19, 2023
BACKGROUND / LEGISLATIVE HISTORY
On July 9, 2019, the City Council approved Resolution No. 87778 C.M.S. authorizing the purchase of PMWeb project management software following a competitive solicitation process, which expires October 1, 2023.
On March 21, 2023, City Council approved Resolution No. 89649 C.M.S., extending the PMWeb contract through December 31, 2028, but the mention of the extension effective date in the body of the resolution should have been October 1, 2023 and not December 31, 2023.
Having a three-month gap between the original contract and the approved extension will cause delay and a loss of continuity and momentum for City staff.
ANALYSIS AND POLICY ALTERNATIVES
The first phase of the software implementation has been completed, including the initial configuration of the system, along with a soft launch of the system for users to begin entering their project data. The Public Works Construction Management group has begun using the system to track the construction of CIP, and their construction vendors are being added to the system to ease communications and document submittals between them and the City. Phase two of the system implementation should begin soon but will be delayed to the beginning of January 2023 if we are unable to modify the execution date of the contract extension. If delayed, HKA, the City’s implementation consultant, will be forced to reassign their staff who are assigned to the Oakland implementation project, and it may be costly to bring new resources up to speed to begin the next phase.
Amending the Resolution No. 89649 C.M.S. would meet the citywide goals of vibrant, sustainable infrastructure, and responsive, trustworthy government because PMWeb serves as a repository for existing, future, and completed projects and associated data. The system would streamline the responses to public records requests or claims.
FISCAL IMPACT
There is no fiscal impact. Funding for the PMWeb contract is identified in the original staff report and Resolution No. 89649 C.M.S. Correcting the date on which the contract extension would commence has no budgetary or fiscal impact on the PMWeb contract, but it would provide the capacity to continue work, as well as authorization to pay the implementation subcontractor without causing further delays.
PUBLIC OUTREACH / INTEREST
No outreach was deemed necessary for the proposed policy action beyond the standard City Council agenda noticing procedures, because it is a technical correction.
Jestin D, Johnson, City Administrator
Subject: PMWeb Software Contract/License Extension/Renewal Technical Amendment Date: August 30, 2023 Page 3
City Council
September 19, 2023
COORDINATION
This report was prepared in coordination with the Oakland Department of Transportation the City Attorney’s Office and the Budget Bureau.
SUSTAINABLE OPPORTUNITIES
Economic: This project benefits the local economy by improving efficiencies through expanding the accountability and performance of City project management. The PMWeb system will enhance efficient use of public funds for construction of new or repairs to existing infrastructure and facilities owned by the City. The system will also streamline the planning, design, bidding, and construction phases of CIP work, realizing savings in the staff time investments during each of these project phases. Continuing to conduct CIP planning and project management work absent a tracking software would be counter to best practices.
Environmental: PMWeb will enhance tracking and management of capital construction projects for the City’s sanitary sewer collection system, the stormwater collection system, and watershed restoration, amongst other projects. The system will aid staff in tracking California Environmental Quality Act (CEQA) requirements for construction projects, along with brownfield remediation, and other environmental requirements as they arise. The system will increase compliance with the Environmental Protection Agency (EPA) Sewer Consent Decree for the rehabilitation and minor CIP work required for the sanitary sewer collection system.
Race & Equity: PMWeb will track the locations of proposed capital improvement projects and those under construction, improving analysis of locations where the City makes CIP investments, improve transparency for the public to check the status of projects online, improve planning for CIP repair work at City-owned facilities, and improved planning during the preparation of CIP budget proposals. The system will provide necessary data for informed decision-making that will incorporate recently updated and adopted CIP prioritization criteria that aim to enhance equitable investments in City-owned assets.
Jestin D, Johnson, City Administrator
Subject: PMWeb Software Contract/License Extension/Renewal Technical Amendment Date: August 30, 2023 Page 4
City Council
September 19, 2023
ACTION REQUESTED OF THE CITY COUNCIL
Staff Recommends That The City Council Amend Resolution No. 89649 C.M.S. Authorizing The City Administrator To Correct The Start Date Of The Extended PMWeb Contract Term To October 1, 2023, Instead Of December 31, 2023, For Support Services, Functionality, Licenses, Training, And Enhancements For The PMWeb Application Through December 31, 2028.
For questions regarding this report, please contact Sameera Shaikh, Business Analyst III, at 510-238-2908.
Respectfully submitted,
G.Harold Duffey
G. Harold Duffey
Oakland Public Works
Reviewed by:
Tom Morgan, Agency Administrative Manager,
Oakland Public Works Department
Megan Wier, Assistant Director
Department Of Transportation
Will Crowder, Technology Program Manager
Business Information and Analysis Division
Prepared by:
Sameera Shaikh, Business Analyst III
Business Information and Analysis Division]
Attachments (2):
A: Resolution No. 89649 C.M.S
B: Executed Master Agreement
Signature:
Email: