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APPROVE MOTION TO AUTHORIZE A COOPERATIVE PURCHASE AGREEMENT FOR PROJECT MANAGEMENT SOFTWARE
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RECOMMENDATION
It is recommended that the City Council approve a motion to:
1. Approve findings pursuant to Stockton Municipal Code section 3.68.070 in support of an exception to the competitive bidding process.
2. Approve the use of a Cooperative Purchase Agreement through General Services Administration, Contract No. GS-35F-408AA, with e-Builder, Inc. for the e-Builder Enterprise Module with Professional Services, for a three-year term, and a total not to exceed amount of $539,112.19.
It is also recommended that the City Manager be authorized to take appropriate and necessary actions to carry out the purpose and intent of this motion.
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Summary
The Engineering Section of the Public Works Department oversees and manages the delivery of the City’s Capital Improvement Plan (CIP). With over 214 active Public Works projects in the CIP, staff requires a fully integrated program and project management software with streamlined processes, centralized project information, and enhanced reporting capabilities.
The e-Builder Enterprise Module is a program and project management system designed for executing capital projects, which integrates with and works alongside the Cityworks Computerized Maintenance Management System (CMMS) already in use by the Public Works Operations and Maintenance Division.
The General Services Administration (GSA) is an independent agency of the United States government that has partnered with e-Builder, Inc. to provide public agencies with competitively bid information technology products and professional services.
It is recommended that Council approve a motion authorizing the City Manager to execute a Cooperative Purchase Agreement (COOP) through GSA with e-Builder, Inc. for a total not to exceed amount of $539,112.19 to purchase a three-year license agreement, software implementation, and two years of managed services.
DISCUSSION
Background
The Engineering Section of the Public Works Department oversees and manages the delivery of the City’s CIP. The 2022-27 Five-Year CIP includes over 214 projects assigned to the Public Works Department. Tracking and reporting on the projects and funding identified in the CIP is a manual process, primarily via data entry in Excel spreadsheets, financial monitoring in MUNIS, scheduling via Outlook, and plan review in Bluebeam.
Given these circumstances, staff explored alternative software solutions that would streamline these processes, improve coordination and communication, reduce staff data entry time, and increase staff productivity. Staff hosted demonstrations of various software programs and found e-Builder, Inc. to meet the needs of the Department to effectively manage and track the projects identified in the CIP. Staff also found that e-Builder, Inc. has established a COOP with the GSA, allowing municipalities a discount on the product and additional services. Transitioning the various functions of the current CIP project management to e-Builder, Inc. is expected to significantly enhance operational efficiency within the Public Works Department and increase stakeholder satisfaction.
Present Situation
GSA is an independent agency of the United States government. Federal agencies and their cooperators (states and others) can purchase information technology products at a discount through GSA. GSA awarded a contract to e-Builder, Inc. effective May 31, 2023, through May 30, 2028. e-Builder, Inc.’s GSA contract is available to all local, municipal, state, and federal government agencies. Authorizing the use of this COOP will allow the City to take advantage of the discounts on e-Builder, Inc.’s list prices for products and services in the COOP.
The Procurement Division of the Administrative Services Department confirms that participation in cooperative purchasing programs provides cost savings and reduces staff time in developing bid specifications or hiring an outside consultant to write and review all bids since COOPs have been established through a competitive bidding process. The Procurement Division has determined that the process used to establish the GSA COOP was awarded through a competitive process and meets the City’s procurement requirements.
e-Builder, Inc. is a digital project delivery software for the management of capital projects from planning through design and construction. As Azteca Systems, LLC is a parent company to both e-Builder, Inc. and Cityworks, the CMMS system utilized by the Public Works Operations and Maintenance Division, the two modules fully integrate and work alongside one another. This integration allows for tracking the construction of an asset via e-Builder, Inc. and for asset handoff for future maintenance tracking in Cityworks. The result of the implementation will include robust resource management, real-time portfolio dashboards, customizable reports, and one integrated system to manage the cost, funding sources, schedule, and scope of each capital project.
Staff recommends approval to purchase e-Builder, Inc.’s project management software for the current and succeeding two fiscal years with managed services.
FINDINGS
Pursuant to Stockton Municipal Code section 3.68.070, Council may approve findings which support an exception to the competitive bid process. These findings include:
1. GSA is an independent agency of the United States government. Federal agencies and their cooperators (states and others) can purchase information technology products at a discount through GSA.
2. GSA awarded a contract to e-Builder, Inc. effective May 31, 2023. The agreement end date is May 30, 2028, with the option of three five-year extensions. e-Builder, Inc.’s GSA contract is available to all local, municipal, state, and federal government agencies.
3. The Procurement Division of the Administrative Services Department recommends and approves the use of this COOP and has determined that the process used to establish the GSA COOP was awarded through a competitive process and meets the City’s procurement requirements.
4. The GSA COOP allows other agencies, such as the City of Stockton, to utilize and participate in it.
FINANCIAL SUMMARY
There is sufficient funding available in the Fiscal Year (FY) 2024-25 Public Works Operating Budget, account numbers 4510-701-650002-100-000-30-45 and 4510-700-650002-250-252-30-45, to enter into a contract with e-Builder Inc. for $282,779.47, for year one of the three-year agreement. Funding for years two and three of the three-year agreement will be appropriated through the annual budget development process.
There is no impact to the City’s General Fund or any other unrestricted fund as a result of taking the recommended actions.
Attachment A - Cooperative Purchase Agreement with e-Builder, Inc.