Title
Water Facility Drawing Management System with eQuorum - Requirements Contract (Ordinance S-43453)
Description
Request to authorize the City Manager, or his designee, to enter into a contract with eQuorum Corporation to provide a Facility Drawing Management System for the Water Services Department. Further request authorization for the City Controller to disburse all funds related to this item.
Report
Summary
Image-Site is the Water Service Department's recordkeeping system for facility asset and construction documents. Documents include all As-Built record drawings for horizontal infrastructure such as pipes, valves, manholes, and fire hydrants, and vertical infrastructure such as treatment plant construction drawings. The primary customers are both internal and external engineers and treatment facility operators. This system is used to meet record retention compliance requirements with various regulatory agencies and is mission critical software.
Procurement Information
In accordance with Administrative Regulation 3.10, normal competition was waived as the result of a Determination Memo citing that there is only one source for the necessary goods and services. Image-Site has been used by the Department for 20 years and is necessary for the core functions of the Department. eQuorum is the sole source provider of this robust drawing management system which is needed to maintain operational efficiency and regulatory compliance as part of the Water Services Business plan.
Contract Term
The five-year contract term shall begin on or about May 1, 2017, and end April 30, 2022, with no options to extend.
Financial Impact
The aggregate contract value will not exceed $100,000 (including applicable taxes). Funds are available in the Water Services Department operating budget.
Department
Responsible Department
This item is submitted by Deputy City Manager Karen Peters and the Water Services Department.