Title
Facility Drawing Management System with eQuorum - Amendment 3 (Ordinance S-48534)
Description
Request to authorize the City Manager, or his designee, to execute an amendment to Agreement 144877 with eQuorum Corp., to provide additional time and funding to the agreement for the Water Services and Public Works departments. Further request to authorize the City Controller to disburse all funds related to this item. The additional expenditures included in this amendment will not exceed $8,000.
Report
Summary
The purpose of this amendment is to allow sufficient time to finalize the scope of work for a new requirements agreement for software licenses, support, and maintenance of the Image-Site facility drawing management system, by extending the agreement term 10 months.
This software is used primarily by internal and external engineers as well as facility operators as the record keeping system for facility asset and construction documents. The software is considered mission critical and required to maintain operational efficiency and regulatory compliance.
This item has been reviewed and approved by the Information Technology Services Department.
Contract Term
This amendment will extend the date of the agreement term from April 30, 2022 to Feb. 28, 2023.
Financial Impact
The initial authorization for this agreement was for an expenditure not-to-exceed $100,000. Amendments increased the authorization for the agreement by $89,000. This amendment will increase the authorization for the agreement by an additional $8,000, for a new total not-to-exceed agreement value of $197,000.
Funding is available in the Water Services and Public Works departments' budgets.
Concurrence/Previous Council Action
The City Council approved:
- Facility Drawing Management System Agreement 144877 (Ordinance S-43453) on April 19, 2017;
- Facility Drawing Management System Agreement 144877 - Amendment (Ordinance S-47079) on Nov. 18, 2020; and
- Facility Drawing Management System Agreement 144877 - Amendment (Ordinance S-48050) on Oct. 27, 2021.
Department
Responsible Department
This item is submitted by Deputy City Manager Karen Peters and the Water Services and Public Works departments.