CITY COMMISSION AGENDA ITEM

Department:	Utilities		Commission Meeting Date:  December 12, 2017
Staff Contact:	Philip Ciesielski, Assistant Director
Recommendations/Options/Action Requested:
Authorize the City Manager to execute a contract with e-Builder Inc. in the amount of $363,000.00 for implementation services and a one year unlimited license agreement for Capital Project Management Software, Project UT1706.
Executive Summary:		The project involves the procurement and implementation of Capital Project Management Software for the budgeting, tracking, reporting, and management of Capital Projects and overall Capital Programs across City of Lawrence Departments. The solution includes the ability to manage several CIP program scenarios; provide cash-flow estimates for the programs and projects; manage several funding sources; manage project documents; integrate project data with GIS; allow field staff to manage inspection documents with remote devices; provide for online bidding and electronic management of submittals, contracts, invoices, and payment applications. On August 16, 2017, following a Request for Information period, the Department of Utilities issued an RFP for services related to the implementation of Capital Project Management Software. On September 22, 2017, proposals were received from three vendors; Aconex, e-Builder, and PMWeb. A fourth proposal from Aurigo was received late and deemed non-compliant. A team of staff from Utilities, Finance, and IT reviewed and scored the three compliant proposals. Based on these results e-Builder and PMWeb were invited on-site to provide software demonstrations and participate in team member interviews. Aconex was not brought forward as their software does not provide the ability to manage overall Capital Programs. Staff from Utilities, Finance, IT, Public Works, and Parks & Recreation participated in the software demonstrations and interviews. Based on the results of the proposal reviews, software demonstrations, team member interviews, and evaluation of costs, e-Builder was the highest rated vendor for the project. Implementation for the e-Builder solution is projected to take three months followed by approximately one month of training services and an additional month of post adoption support. Implementation services are $241,025.00. Software license for the first three years is $121,975.00 per year for unlimited users based on the average value of the City’s CIP. The first year license is being authorized by this action. Subsequent years will be brought for authorization as the term is set to renew. The Department of Utilities has budgeted for the implementation of the system and the first year’s license. Subsequent year license costs will be allocated to Departments based on the value of their CIP.
Strategic Plan Critical Success Factor		Effective Governance/Professional Administration Innovative Infrastructure and Asset Management Core Services Sound Fiscal Stewardship Collaborative Solutions
Fiscal Impact (Amount/Source):		The fiscal impact to the City is $363,000.00 net increase. The funding for this project is included in the Department of Utilities 2017 Amended Capital Improvement Plan for Capital Project Management Software, Project UT1706.  Subsequent year license costs will be included during the budget process.
Attachments:		None.

Reviewed By: (for CMO use only)

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