CITY COUNCIL ACTION REQUEST
Department(s):
Finance
Airport
CEQA:
Not a Project, File No.
PP17-003, Agreements/
Contracts (New or
Amended) resulting in
no physical changes to
the environment.
Coordination:
City Attorney’s Office
and City Manager’s
Budget Office
Dept. Approval:
/s/
Rick Bruneau
/s/
John Aitken
Council District(s):
6 CMO Approval:
I
9/11/23
SUBJECT: AMENDMENT TO THE AGREEMENT WITH PMWEB, INC. FOR A PROJECT
MANAGEMENT INFORMATION SYSTEM
RECOMMENDATION:
Adopt a resolution authorizing the City Manager or designee to negotiate and execute the First Amendment to the Agreement for a Project Management Information System with PMWeb, Inc. (Wakefield, MA) to extend the initial term through June 30, 2024, including updates to the project implementation and payment schedules and under the same material terms and conditions as the original agreement with no change in maximum compensation, exercise up to four one-year options to extend the term of the agreement through June 30, 2028, or as may be adjusted to align with the software renewal term, and rescind the first option issued prior to completion of implementation, subject to the appropriation of funds.
Desired Outcome: Authorizing the City Manager or designee to take this action facilitates more efficient and effective planning, forecasting, management, and documentation for the Airport’s capital and tenant improvement projects.
BASIS FOR RECOMMENDATION:
In December 2021, City Council1 authorized staff to enter into an agreement with PMWeb, Inc. for a project management and information system, including related professional services such as implementation, training, maintenance, and support, with an initial one-year term ending November 30, 2022, and four one- year options to extend the agreement through November 30, 2026. In November 2022, after receiving confirmation from the Airport that implementation was complete, Finance staff executed the first option to extend the agreement for ongoing services through November 30, 2023. In June 2023, the Airport Department notified Finance staff that implementation was not complete and requested the initial term of the agreement be extended.
Imp
lementation was delayed due to Airport staffing changes such as departures and retirements, and a delay in contract execution for the program management support services consultant who will be one of the primary users of the software along with City staff. The program management support services consultant contract was executed on July 10, 2023 with Jacobs Project Management Co., who will utilize the PMWeb, Inc. software to develop and establish a Capital Improvement Program start-up work plan, an organizational structure of all key personnel involved in the Capital Improvement Program planning and implementation, and a procurement strategy necessary to launch a cost-effective and efficient Capital Improvement Program.
A
pproval of this recommendation authorizes staff to amend the agreement to extend the initial term through June 30, 2024, including updates to the project implementation and payment schedules, and rescind the first option.
1 December 2021 City Council Action Request: https://sanjose.legistar.com/View.ashx?M=F&ID=10297503&GUID=6498736B - 2E7E-4919-AB79-7519B8AFAFC6
COUNCIL AGENDA: 9/26/23
FILE: 23-1 269
ITEM: 2.10
Commission Recommendation/Input: There is no commission recommendation or input associated with this action.
COST AND FUNDING SOURCE: This contract was fully encumbered with $300,170 in funds from Fund 527, Appropriation 418J, Project Management Application, in the FY 2021-2022 budget, therefore no additional fiscal action is being requested in FY 2023-2024.
FOR QUESTIONS CONTACT: For program-related questions, please contact Fai Ali, Deputy Director, Planning and Development, Airport, at [email protected]. For procurement- and contract-related questions, please contact Albie Udom, Deputy Director of Finance – Purchasing and Risk Management, at [email protected].