City of Sacramento
City Council - 5PM Report
915 I Street Sacramento, CA 95814
www.cityofsacramento.org
File ID: 2025-01887 12/9/2025
Renewal Agreement: Construction Management Integrated Software (CMIS) File ID: 2025-01887
Location: Citywide
Recommendation: Pass a Motion: 1) authorizing the Interim City Manager or designee to execute Supplemental Agreement No. 7 to City Agreement 2020-0222 with Construction Management Integrated Software (CMIS) for an additional year with up to five additional, one-year renewals for the CMIS Web Based Software System Project, expiring on December 31, 2031; 2) authorizing the Interim City Manager or designee to increase the total not-to-exceed amount by $210,820 for a new total not-to-exceed amount of $455,820, for the extended term and all options to renew, provided that sufficient funds are available in the budget adopted for each applicable fiscal year; and 3) resetting the Interim City Manager’s authority or designee to issue supplemental agreements for City Agreement No. 2020-0222.
Contact: Amber Castle-Keane, Senior Engineer, (916) 808-8141, acastle- [email protected]; Matthew Johns, Supervising Engineer, (916) 808-5760, [email protected]; Ofelia Avalos, Engineering Manager, (916) 808-5054, [email protected]; Department of Public Works Presenter: None
Attachments:
1-Description/Analysis
2-Agreement No. 7
Description/Analysis
Issue Detail: In 2020, the Department of Public Works entered into a professional services agreement with Construction Management Integrated Software (CMIS) to utilize its web-based construction management system to assist in the administration of the City’s Capital Improvement and Private Development Programs.
As the majority of the Department of Public Works Capital Improvement Program is funded through State and Federal grants administered by Caltrans Local Assistance, a sole source procurement was utilized and justified based upon CMIS being developed specifically to meet the administration requirements of the Caltrans Local Assistance Procedures Manual.
File ID: 2025-01887 12/9/2025
CMIS is the primary construction management software used by Public Works, Department of Utilities (DOU), and Youth, Parks, and Community Enrichment Department (YPCE), and has proven an effective and cost-efficient solution to administering the City’s Capital Improvement and private development programs. It has also contributed to the City successfully meeting the standards and requirements of multiple Caltrans audits for our State and Federally funded projects.
It is in the City’s best interest to extend the existing professional services agreement with CMIS and provide for up to five, one-year options to renew through 2031 as it ensures efficiency, consistency, and a cost-effective solution to administering the City’s Capital Improvement and private development programs through construction.
The approval of Supplemental Agreement No. 7 with CMIS is needed to support ongoing documentation of activities on both Capital Improvement projects and private development projects during construction.
Policy Considerations: The recommendations in this report are in accordance with City Code section 3.04.020(A)(1)(b) which requires City Council approval for a contract amendment that increases the contract amount to $250,000 or more.
Since the agreement will be extended for a period beyond five years, City Policy Document API 4102, Section 8 “Multi-Year Contracts” states:
(a) No contract term shall extend beyond a total term, including extensions and renewals, of five years, provided that:
1) For contracts less than $250,000 (in total including extensions), a longer term, may be approved if the department head or authorized designee determines that special circumstances require a total term of more than five years, and the City Manager or the City Manager’s authorized designee approves such extended term. 2) For contracts of $250,000 or more, a longer term may be approved by the City Council.
Economic Impacts: None.
Environmental Considerations: California Environmental Quality Act (CEQA): The approval of professional services agreements is not considered a project as defined by Section 15378 of the California Environmental Quality Act guidelines. The recommended action involves no physical construction and has no potential to cause a significant impact to the environment. Any projects subject to these services are required to have gone through appropriate environmental review before construction.
File ID: 2025-01887 12/9/2025
Sustainability: Not applicable.
Commission/Committee Action: None.
Rationale for Recommendation: An extension of the existing contract with CMIS with Supplemental Agreement No. 7 is needed to support ongoing inspection and project management documentation activities for both Capital Improvement Projects and private development projects. The current contract with CMIS is set to expire on December 31, 2025. Extending the agreement will ensure continuity of services and avoid disruptions to the delivery of the construction projects documentation.
Financial Considerations: The existing agreement expires on December 31, 2025, and was for a total not-to-exceed amount of $245,000. Approval of Supplemental Agreement No. 7 provides for a one-year extension with options for annual extensions for up to five additional years for an additional $210,820 which would bring the total not-to-exceed amount to $455,820.
Below is the anticipated cost implementation for the five-year subscription:
Annual Fee Support Related Services Annual Total
Year 1 $35,000 $5,000 $40,000
Year 2 $36,050 $5,000 $41,050
Year 3 $37,131 $5,000 $42,132
Year 4 $38,425 $5,000 $43,245
Year 5 $39,393 $5,000 $44,393
Sufficient funding exists within the Department of Public Works, Engineering Services Division, Fiscal Year (FY) 2025/26 Approved Operating Budget (General Fund, Fund 1001) for the first year of the extension in the amount to $40,000. Annual extensions are subject to the availability in the adopted budget of the applicable fiscal year.
Local Business Enterprise (LBE): The City's Local Business Enterprise (LBE) policy does not apply in this situation, as this was a sole source agreement.