HomeMy WebLinkAboutItem 13 - Project Management Software MEMO TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: BRUNO RUMBELOW, CITY MANAGER
MEETING DATE: FEBRUARY 1, 2022
SUBJECT: ANNUAL RENEWAL OF PROJECT MANAGEMENT SOFTWARE AND
APPROPRIATION ORDINANCE
RECOMMENDATION: City Council to consider approval of the annual renewal of project
management software from ProjectMates, and an ordinance to
appropriate the funds.
FUNDING SOURCE: Funds are available in Utility Enterprise Capital Fund in the amount of
$49,036.91.
BACKGROUND: Council approved the purchase of project management software from
ProjectMates on January 21, 2020 in the amount of $130,000 with a
recurring annual license fee.
ProjectMates is a cloud-based software that provides project management
tracking for construction projects. ProjectMates provides a central location
for project document management, communication, budget tracking, and
status reports on Public Works' construction projects. The software
provides for communication with outside vendors and City staff by
providing a central location that vendors and City staff can view and edit
documents, engineering plan sets, budget information, and communicate
with those assigned to a project. Fifty licenses are included for use by
Public Works and other departments with capital projects, as needed.
This purchase will be made in accordance with an existing interlocal
agreement with The Texas Department of Information Resources (DIR) as
allowed by Texas Local Government Code, Chapter 271 and Texas
Government Code, Chapter 791.
Bids were taken by the Cooperative and a contract was awarded to
ProjectMates. The Public Works Department and Purchasing staff
reviewed the contract for departmental specification compliance and
pricing and determined that the contract would provide the best product
and pricing for meeting the needs of the City.
Staff recommends approval.
ORDINANCE NO. 2022-007
AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF
GRAPEVINE, TEXAS,AUTHORIZING THE APPROPRIATION
OF $49,036.91 IN THE UTILITY ENTERPRISE CAPITAL
FUND; DECLARING AN EMERGENCY AND PROVIDING AN
EFFECTIVE DATE
WHEREAS, the City Council of the City of Grapevine desires to fund the annual
renewal of the project management software with ProjectMates; and
WHEREAS, funding is available in the Utility Enterprise Capital Fund; and
WHEREAS, all constitutional and statutory prerequisites for the approval of this
ordinance have been met, including but not limited to the Open Meetings Act and Chapter
211 of the Local Government Code; and
WHEREAS, the City Council deems the adoption of this ordinance to be in the best
interests of the health, safety, and welfare of the public.
NOW THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF
GRAPEVINE, TEXAS:
Section 1. That all matters stated hereinabove are found to be true and correct
and are incorporated herein by reference as if copied in their entirety.
Section 2. That the City Council hereby authorizes $49,036.91 be appropriated
from the Utility Enterprise Capital Fund to fund the annual renewal of the project
management software with ProjectMates.
Section 3. That a copy of the revised FY 2021-2022 Capital Improvements Plan
budget document shall be kept on file in the office of the City Secretary and on the City of
Grapevine website.
Section 4. That the terms and provisions of this ordinance shall be deemed to be
severable, and that if the validity of any section, subsection, word, sentence or phrase
shall be held to be invalid, it shall not affect the remaining part of this ordinance.
Section 5. That the fact that the present ordinances and regulations of the City of
Grapevine, Texas, are inadequate to properly safeguard the health, safety, morals, peace
and general welfare of the inhabitants of the City of Grapevine, Texas, creates an
emergency for the immediate preservation of the public business, property, health, safety
and general welfare of the public which requires that this ordinance shall become effective
from and after the date of its final passage, and it is accordingly so ordained.
PASSED AND APPROVED BY THE CITY COUNCIL OF THE CITY OF
GRAPEVINE, TEXAS on this the 1st day of February, 2022.
APPROVED:
William D. Tate
Mayor
ATTEST:
Tara Brooks
City Secretary
APPROVED AS TO FORM:
Matthew C.G. Boyle
City Attorney
Ordinance No. 2022-007 2