Title
Facility Drawing Management System with eQuorum - Amendment 2 (Ordinance S-48050)
Description
Request to authorize the City Manager, or his designee, to execute an amendment to Agreement 144877 with eQuorum Corporation to provide additional funding to the agreement for the Public Works Department. Further request to authorize the City Controller to disburse all funds related to this item. The additional expenditures for services included in this amendment will not exceed $68,000.
Report
Summary
Management of the City's properties and facilities citywide requires a systematic process to manage documentation for the maintenance, repairs, upgrade of projects, and new construction projects. Compliance with the regulatory requirements of properties is maintained by the Public Works Department. Public Works does not currently have a system in place to act as a central repository for the necessary documents. This system will enhance security, assist with regulatory compliance, allow efficiency, and provide a log/audit trail. This system will maintain the official record of facilities' condition assessments and supporting equipment maintained by the Public Works Department.
The Water Services Department is currently the owner of this agreement. Additional funding is needed to include the Public Works Department as an authorized user of this agreement.
Contract Term
The existing agreement term is May 1, 2017 through April 30, 2022 and will remain unchanged.
Financial Impact
The initial authorization for the Facility Drawing Management System was for an expenditure not-to-exceed $100,000. The first amendment increased the authorization for the agreement by $21,000. This amendment will increase the authorization for the agreement by an additional $68,000, for a new total not-to-exceed agreement value of $189,000.
Funding is available in the Public Works Department’s Capital Improvement Program budget.
Concurrence/Previous Council Action
The City Council approved:
- Facility Drawing Management System with eQuorum Agreement 144877 (Ordinance S-43453) on April 19, 2017; and
- Facility Drawing Management System with eQuorum Agreement 144877 - Amendment (S-47079) on Nov. 18, 2020.
Department
Responsible Department
This item is submitted by Deputy City Manager Karen Peters, and the Water Services and Public Works departments.