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Item 1.C.
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| Date: | 09/13/2021 |
| Title: | Project Management Software for Facilities Division |
| Presented by: | John Caterino, Facilities Supervisor |
| Department: | City Hall Administration |
| Presentation: | No |
RECOMMENDATION
Staff recommends that City Council award a professional service contract for implementation and yearly support of a Construction Project Management software solution for the Facilities Division to Osédea Inc. for an initial investment of $7,400.00 for the first year. The annual cost is $2,400.00 for subsequent years.
This cost is all-inclusive for unlimited users, support, upgrades, and server fees.
This cost is all-inclusive for unlimited users, support, upgrades, and server fees.
BACKGROUND (Consistency with Adopted Plans and Policies, if applicable)
Facilities Division advertised a Request For Proposal (RFP) requesting submittals for a Project Management Software solution for medium to large size construction projects. Currently, the division manages projects via a number of value engineered solutions such as excel, kanban, and outlook. This is proving to be problematic as there is disparate information in multiple locations which creates inefficiencies. A PM software solution will increase efficiency, productivity, and improve record keeping.
The RFP was advertised on 07/23/2021 and 07/30/2021.
Eight proposals were submitted by 08/11/2021.
A selection committee reviewed the proposals. Osédea Inc. was selected based on the following categories:
- Customer support
- Project workflows
- Critical path and construction scheduling
- Customizability
- Data grouping
- Contract management
Osédea Inc. was found to have the most relevant experience in the area of project management for government agencies, productivity, construction project lifecycle, change management, workflow, reporting, RFI repository, correspondence, and submittals.
The RFP was advertised on 07/23/2021 and 07/30/2021.
Eight proposals were submitted by 08/11/2021.
A selection committee reviewed the proposals. Osédea Inc. was selected based on the following categories:
- Customer support
- Project workflows
- Critical path and construction scheduling
- Customizability
- Data grouping
- Contract management
Osédea Inc. was found to have the most relevant experience in the area of project management for government agencies, productivity, construction project lifecycle, change management, workflow, reporting, RFI repository, correspondence, and submittals.
ALTERNATIVES
City Council may:
- Approve; or,
- Not Approve
FISCAL EFFECTS
The cost for this project will be funded by the Facilities Division operational budget.
Below is the pricing matrix that is included in the RFP and has Osedea Inc. pricing included.
Below is the pricing matrix that is included in the RFP and has Osedea Inc. pricing included.
| Project Management Software | Price |
| License fees (specify annual or one-time cost) | |
| Cost per user | |
| Implementation cost | $5,000.00 - this is a one time-charge |
| Yearly maintenance support | $2,400.00 |
| Cloud hosting fees (if applicable) | |
| Other additional information about pricing structure, services provided, or details |