CITY COUNCIL ACTION REQUEST
Department(s):
Finance
CEQA:
Not a Project, File No. PP17-
003, Agreements/Contracts
(New or Amended) resulting
in no physical changes to the
environment
Coordination:
Department of Public
Works, City Attorney’s
Office, and City Manager’s
Budget Office
Dept. Approval:
/s/ Julia H. Cooper
Council District(s):
Citywide
CMO Approval:
01/14/22
SUBJECT: ACTIONS RELATED TO THE PURCHASE ORDER FOR A CAPITAL PROJECT
MANAGEMENT SYSTEM
RECOMMENDATION:
Adopt a resolution authorizing the City Manager to:
(a) Execute a purchase order with Carahsoft Technology, Corporation (Reston, VA) to provide a capital project management system for the Department of Public Works, including related professional services such as implementation, training, maintenance, and support, for a maximum compensation not to exceed $139,090 during the initial one-year term beginning on or about January 26, 2022 through January 31, 2023; and
(b) Exercise up to five additional one-year options to extend the term of the purchase order through January 31, 2028, subject to the appropriation of funds.
Desired Outcome: Authorizing the City Manager to take this action will help modernize the City’s capital project management system to allow staff the ability to more efficiently and effectively plan, forecast, manage, and document capital improvement projects.
BASIS FOR RECOMMENDATION:
The Department of Public Works utilizes a capital project management system (“CPMS”) that was developed in house by City staff almost 20 years ago. CPMS is used for project management, tracking, reporting, and outreach related to capital improvement projects. It currently utilizes outdated technology, posing a significant cybersecurity risk for the City, and requires in-house staff resources, that the City no longer has, to fully sustain, maintain, update, and expand the system.
To begin the process of modernizing CPMS to address these issues, the Finance Department released a competitive Request for Quotation (RFQ) in August 2021 to procure a cloud-based solution to replace two (2) of the primary custom-developed CPMS modules: construction project management and resources planning management. Over time, staff will also be able to transition additional CPMS functionality and modules, as well as expand CPMS functionality, to meet future needs. Eight (8) responsive submissions were received prior to the submittal deadline and were evaluated and scored independently by a two-member evaluation panel comprised of representatives from the Department of Public Works.
COUNCIL AGENDA: 01/25/22
FILE: 22-029
ITEM: 2.12
Evaluation scores for the eight (8) submissions are as follows:
Final Scores
Maximum
Points
Social
Glass
Inc.
Procore
Technologies,
Inc.
PMWeb,
Inc.
InnoActive
Group
eCIFM
Solutions
Inc.
e-
Builder,
Inc.
Carahsoft
Technology
Corporation
Aurigo
Software
Technologies,
Inc
General
Requirements 10 4 5 5 5 7 7 5 7
Project
Approach /
Schedule
25 5 0 13 15 10 13 18 13
Technical
Capabilities 20 7 9 11 9 11 12 14 10
Experience
and
Qualifications
15 6 8 8 6 8 8 9 9
Cost Proposal 20 20 3 6 4 5 5 10 6
Local
Business
Enterprise
5 0 0 0 5 0 0 0 0
Small
Business
Enterprise
5 0 0 0 5 0 0 0 0
TOTAL
SCORE
100 42 25 43 49 41 45 56 45
The local and small business enterprise preference was requested by and awarded to InnoActive Group for its local office based in Santa Clara County but does not affect the award recommendation. No protests were received.
Based on these results, staff recommends award to Carahsoft Technology Corporation as the most advantageous and best value proposal per the evaluation criteria set forth in the RFQ.
Approval of this recommendation will provide the Department of Public Works with the means to transition to a modern capital project management system to more efficiently, effectively, and accurately plan and execute projects, manage documentation, allocate resources, and report on results to facilitate informed decision making related to capital improvement projects.
Climate Smart San José: The recommendation in this memo has no effect on Climate Smart San José energy, water, or mobility goals.
Commission Recommendation/Input: There is no commission recommendation or input associated with this action.
This action is consistent with the City’s 2021-2022 Adopted Operating Budget and City Service Area of Strategic Support to ensure: (1) a high performing workforce that is committed to exceeding internal and external customer expectations; (2) effective use of technology.
COST AND FUNDING SOURCE:
Fund #
Appn #
Appn. Name
Total Appn.
Amt. for
Recommendation
2021-2022
Adopted
Operating Budget
Page
Last Budget
Action (Date,
Ord. No)
150 0572 Non-Personal/Equipment $695,767 $139,090 1006 6/22/2021, 30621
FOR QUESTIONS CONTACT: For program-related questions, please contact Matthew Loesch, Assistant Director of Public Works, at [email protected]. For procurement and contract-related questions, please contact Jennifer Cheng, Deputy Director of Finance, at [email protected].