City Council Meeting - FINAL

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7.B.

Meeting Date:	09/05/2023
Co-Submitter:	Scott Overton	From:	Sam Beckett, Public Works Streets Section Director

Information

TITLE:

Consideration and Approval of Contract: Cooperative Purchase Contract with Carahsoft Technology Corporation for OpenGov Asset Management/Work Order Software in the amount of $95,188.01.

STAFF RECOMMENDED ACTION:

Approve the Cooperative Purchase Contract with Carahsoft Technology Corporation for OpenGov Asset Management/Work Order Software in the amount of $95,188.01; and
Authorize the City Manager to execute the necessary documents.

Executive Summary:

The Streets Section has worked with a version of the OpenGov Asset Management/ Work Order software for over 10 years to maintain and track all department asset inventory and as the primary work order management tool. The software management tool from OpenGov is now available from Carahsoft Technology Corporation through the Omnia Partners Cooperative. The Streets Section desires to continue to utilize OpenGov in its path forward with asset management systems, including, to integrate with City GIS to develop reporting dashboards that provide real time work data. The Streets Section is excited to utilize OpenGov as the next evolution of asset managment/work order software.

Financial Impact:

The Streets Section budgeted $250,000 for a full asset management/work order tool in FY2023-24. Through the use of the OpenGov software, Carahsoft Technology Corporation is committed to meet the current demands of the Streets Section. Because the Streets Section has worked with a prior version of the OpenGov software, the costs of onboarding has been reduced. The cost of the OpenGov software is $95,188.01 against the budgeted $250,000 allowing HURF to reduce the financial burden previously expected.

Policy Impact:

The use of a Cooperative Purchase Contract for a newer version of the software that the Streets Section had been using in the past will allow the Streets Section to efficiently and effectively manage all Streets assets, customer request, and work delivery. This directly supports the City's mission to provide the highest service levels possible while reducing financial impacts and duplicated efforts.

Connection to PBB Priorities/Objectives, Carbon Neutrality Plan & Regional Plan:

Priority Based Budget Key Community Priorities and Objectives

High Performing Governance--Enhance community engagement & strengthen relationships between the community & public safety services. Streets believes this Cooperative Purchase Contract with Carahsoft Technology Corporation will support staff in the enhancement work management and citizen reporting moving forward. It will also continue the management of the Streets Road Repair/ Street Safety program which delivers roughly $6,000,000 worth of road repairs each year as part of the 2014 Prop 206 approval.

Has There Been Previous Council Decision on This:

Background/History:

The Purchasing Section Staff has reviewed the competitively solicited cooperative purchase options available and confirmed that OMNIA Partners contract number R191902 with Carahsoft Technology Corporation is valid and within the scope of the materials and services requested. Omnia Partners contract number: R191902 initial award ran from May 1, 2020 through April 30, 2023 with the option to renew for two (2) additional one (1) year periods through April 30, 2025. First renewal option has been exercised to extend contract to April 30, 2024.

Attachments
Cooperative Contract