Title
Real Estate Acquisition Management System Maintenance and Hosting - Amendment (Ordinance S-51786) - Citywide
Description
Request to authorize the City Manager, or his designee, to execute an amendment to Contract 140770 with BEM Systems, Inc., to extend the contract term and request additional expenditures. Further request to authorize the City Controller to disburse all funds related to this item. The additional expenditures will not exceed $78,774.66.
Report
Summary
This contract will provide the Finance Department's Real Estate Division with maintenance, customer support and hosting services for the PAECETrak real estate acquisition management system. PAECETrack is a proprietary web-based software application developed and owned exclusively by BEM Systems, Inc. (BEM). PAECETrack is utilized to manage real estate business processes such as property acquisition, appraisal services, environmental assessments, leases, easements, relocation, and title services necessary for all citywide real estate projects and transactions. In addition to the current citywide acquisition projects in process, additional projects are anticipated as the result of the Transportation Infrastructure Bill and Capital Infrastructure Program (CIP) projects. Any disruptions or loss of data related to changing systems mid-project would be a significant risk in meeting project schedules and reporting requirements. Therefore, staff recommends extending the current agreement for a one-year period to provide uninterrupted acquisition services and maintain essential project and acquisition information required for reporting.
This item has been reviewed and approved by the Information Technology Services Department.
Contract Term
Upon approval, the contract will be extended through April 26, 2026.
Financial Impact
Upon approval of $78,774.66 in additional funds, the revised aggregate value of the contract will not exceed $752,504.63. Funds are available in the Finance Department's operating budget.
Concurrence/Previous Council Action
The City Council approved:
- Real Estate Acquisition Management System Maintenance and Hosting Contract 140770 (Ordinance S-41583) on April 15, 2015; and
- Real Estate Acquisition Management System Maintenance and Hosting amendment to Contract 140770 (Ordinance S-46374) on February 19, 2020; and
- Real Estate Acquisition Management System Maintenance and Hosting amendment to Contract (Ordinance S-49538) on April 5, 2023.
Department
Responsible Department
This item is submitted by City Manager Jeffrey Barton and the Finance Department.