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HomeMy WebLinkAboutItem 19 - Project Management SoftwareMEMOTO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: BRUNO RUMBELOW, CITY MANAGER MEETING DATE: JANUARY 21, 2020 SUBJECT: APPROVAL OF PURCHASE OF PROJECT MANAGEMENT SOFTWARE RECOMMENDATION: City Council to consider purchase of project management software from ProjectMates. FUNDING SOURCE: Upon approval, funds will be available in the Utility Enterprise Capital Fund in the estimated amount of $130,000. BACKGROUND: Presently, Public Works seeks a more efficient means to manage our departmental projects within a consolidated information portal. Public Works staff selected ProjectMates as the vendor after viewing other project management solutions. ProjectMates is a cloud based software that functions as a project management software for construction projects. ProjectMates will provide a central location for project document management, project communication, project budget tracking, and project status reports on Public Works' construction projects. The software will provide improved communication with outside vendors and City staff by providing a central location that vendors and City staff can view and edit documents, 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. ProjectMates will be used on all future public works capital projects including rehabilitation projects for the water and wastewater plants, future inflow and infiltration projects, raw water pump station and pipeline, and water and wastewater main repair and rehabilitation. ProjectMates is used by North Texas Municipal Water District, Trinity River Authority and several area local municipalities. This software will also be utilized by other city departments for their CIP projects and will make the tracking and managing of all projects more efficient for the departmental user, the Finance Department and for project reporting to city management and the city council. The cost of implementation is $130,000 and the recurring annual service fees will be approximately $49,100 and will be included in departmental budgets. The implementation services and licensing will be purchased under a Texas DIR contract. Staff recommends approval.