Department
Public Works
Requested Action (Identify appropriate Action or Motion, purpose, cost, timeframe, etc.)
title
Request approval of a recommended proposal - Public Works, 24RFP142770K-CRB, Project Management Software in an amount not to exceed $197,290.00 with Systemates, Inc. (Richardson, TX) to provide a construction project management software solution implementation and professional services and training for County personnel. Effective upon issuance of the Notice to Proceed and shall continue until the sooner of (a) a period of 365 days; (b) Final Acceptance; or (c) the agreement is terminated. (APPROVED)
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Requirement for Board Action (Cite specific Board policy, statute or code requirement)
In accordance with the Purchasing Code Sections 102-374, all competitive sealed proposals shall be forwarded to the Board of Commissioners for approval.
Strategic Priority Area related to this item (If yes, note strategic priority area below)
Health and Human Services
Commission Districts Affected
All Districts ☒
District 1 ☐
District 2 ☐
District 3 ☐
District 4 ☐
District 5 ☐
District 6 ☐
Is this a purchasing item?
Yes
Summary & Background: The construction project management software currently being utilized by DREAM and Public Works has become obsolete and requires replacement. The County has solicited proposals for a SaaS-based Construction Project Management (CPM) Implementation.
Scope of Work: This project will consist of configuring a SaaS-based construction project management (CPM) solution for the County's Public Works and DREAM departments. This solution will replace the current Oracle Primavera Contract Management and P6 platform database, including Bl Publisher reporting. Integration with the existing P6 scheduling software is preferring. Training will be provided for all potential users of the newly acquired construction project management SaaS solution. Systemates has outlined a schedule that includes discovery, configuration/refinement, training, and monitoring/support. A summary of those phases are as follows:
Discovery Phase (4 weeks)- thorough examination and analysis of how core users and SME(subject matter experts) utilize these tools. Detailed notes, flow charts, and SOPs will be produced to document existing processes.
Configuration/ Refinement Phase (9 weeks)- software testing, gap analysis and real-world simulations. This phase requires normal business process applications to be exercised in order to identify where improvements may be needed. Permissions will be checked; automation and workflow edits/confirmations will also be conducted.
Training (3 weeks)- Projectmates subject matter experts will coach County users into becoming experts in utilizing the software. This includes superusers and external user liaisons.
Monitoring & Support (3 months)- Systemates, Inc. personnel will schedule routine meetings to ensure the software is performing as expected, share best practices, and address any open action items.
This is a new system and in accordance with Purchasing Code Section 102-386 regarding intellectual property, the anticipated useful life of the intellectual property is a minimum of 10 years and the anticipated annual cost for maintenance and support agreement, service agreement and licensing fees in order to maintain the intellectual property over its useful life is estimated to be $74,250.00 annually beginning upon final acceptance.
Community Impact: No immediate community impact is expected.
Department Recommendation: The Public Works Department and DREAM recommend approval of this item.
Project Implications: Projectmates is an industry recognized software solution that meets the expectations of DREAM and Public Works. Approval of this action will let the user departments host this solution, allowing for more control over the information related to these construction projects.
Community Issues/Concerns: No community issues/concerns have been identified.
Department Issues/Concerns: Both the Public Works Department and DREAM will face escalating challenges in managing construction projects if this item is not approved. This solution provides essential reporting and managerial tools common to the best management practices within the construction industry. This solution will aid County personnel in more effectively delivering construction projects.
Contract Modification: This is a new procurement
Contract & Compliance Information (Provide Contractor and Subcontractor details.)
Contract Value: $197,290.00
Prime Vendor: Systemates, Inc.
Prime Status: Non-Minority
Location: Richardson, TX
County: Dallas County
Prime Value: $197,290.00 or 100%
Total Contract Value: $197,290.00 or 100%
Total Certified Value: $00.00
Exhibits Attached
Exhibit 1: Evaluation Committee Recommendation
Exhibit 2: Cost Proposal
Contact Information (Type Name, Title, Agency and Phone)
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David E. Clark, Director, Public Works 404-612-2804
Contract Attached
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No
Previous Contracts
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Total Contract Value
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Original Approved Amount: |
$0.00 |
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Previous Adjustments: |
$0.00 |
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This Request: |
$197,290.00 |
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TOTAL: |
$197,290.00 |
Grant Information Summary
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Amount Requested: |
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Cash |
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Match Required: |
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In-Kind |
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Approval to Award |
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Apply & Accept |
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Fiscal Impact / Funding Source
Funding Line 1:
203-540-5482-1113: Water & Sewer R&E, Public Works, Software License
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Key Contract Terms |
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Start Date: Upon issuance of NTP |
End Date: until the later of (a) a period of 90 days; (b) Final Acceptance; or (c) the agreement is terminated. |
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Cost Adjustment: |
Renewal/Extension Terms: No renewal options |
Overall Contractor Performance Rating: New Vendor
Would you select/recommend this vendor again?
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