Title
Amendment to Pavement Management Software Contract (Ordinance S-51428) - Citywide
Description
Request to authorize the City Manager, or his designee, to execute amendment to Contract 151298 with Deighton Associates Limited to extend the contract term and add additional funds. Further request to authorize the City Controller to disburse all funds related to this item. The additional expenditures will not exceed $505,000. This request also includes continuing to use the funds previously approved under Ordinance S-46012.
Report
Summary
The Street Transportation Department requires an increase to the existing contract to make upgrades to the software and data storage used for the Pavement Management System. The dTIMS software, developed and maintained by Deighton Associates Limited (Deighton), is a configurable asset management program currently used to manage the City's pavement assets. It provides objective pavement condition index data and recommendations which forms the basis of the Pavement Maintenance Program.
Deighton has provided software and service for the program for over 10 years. Deighton provides software maintenance and technical user support services. The current iteration of dTIMS integrates business analytics into the software interface, database storage and analysis on internet-based platform housed and maintained by the vendor. This enables enterprise level of service capable of seamlessly integrating other assets and providing access for up to five users remotely. Deighton will take on additional responsibility of hosting the data on its servers, assume database storage, security and backup responsibilities, software upgrades and enhancements.
This item has been reviewed and approved by the Information Technology Services Department.
Procurement Information
The original contract was procured in accordance with Administrative Regulation 3.10. Normal competition was waived as a result of Determination Memo 24-193 citing the unusual nature of the goods or services as Deighton Associates Limited is the creator of the dTIMS software, which is the core component of the City's Pavement Management System.
Contract Term
Upon approval, the contract will be extended through November 30, 2029.
Financial Impact
Upon approval of $505,000 in additional funds, the revised aggregate value of the contract will not exceed $1,250,639. Funds are available in the Street Transportation Department’s budget.
Concurrence/Previous Council Action
The City Council previously approved:
- Pavement Management Software Contract 151298 (Ordinance S-46012) on September 18, 2019; and
- Pavement Management Software Contract 151298 Amendment (Ordinance S-47140) on December 2, 2020.
Department
Responsible Department
This item is submitted by Deputy City Manager Inger Erickson and the Street Transportation Department.