Placement: Consent Agenda
Action Requested: Motion / Vote
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Approval to Participate in the OMNIA Partners Cooperative Contract #23-6692-01 for Technology Product Solutions and Related Services with Carahsoft Technology Corporation.
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Submitted By: Kevin Eggleston, Procurement Contracting Officer I, Procurement Management Division (PMD).
Strategic Plan Link: The City's Goal of a high-performing city government organization.
Summary Brief (Agreements/Contracts only)
1. Prepared by: Kevin Eggleston, Procurement Contracting Officer I, PMD.
2. Parties: City of Port St. Lucie and Carahsoft Technology Corporation.
3. Purpose: To provide the Utility Systems Department (“USD”) with a centralized project management system through Carahsoft, the authorized representative for Procore Project Management Software. This software will streamline communication, manage milestones and tasks, track financials and schedules, and enhance accountability across all Capital Improvement Projects. While this project management system is the specific purchase under the Cooperative that is expected at this time, staff is also requesting City Council approve participation in the Cooperative so that other purchases can be made under the Cooperative throughout the Cooperative’s term as departmental needs arise.
4. New/Renewal/Modified: New.
5. Duration: From date of execution through April 30, 2026, with two (2) additional one (1) year extensions. Additionally, staff is requesting that Council approve any additional extensions/renewals by the lead agency, even if beyond those available extensions.
6. Benefits to Port St. Lucie: Procore’s project management software will enable staff to reduce time processing emails and submittals, provide better communication, and maintain a clear record of transactions between the various contractors and consultants involved in a project. This will allow staff to spend less time sorting through email communications and creating spreadsheets for financial and scheduling management. Other software features include providing staff the ability to quickly determine where project progress has slowed or stalled. In addition, the software allows for a collaborative work environment.
7. Cost to Port St. Lucie (Annual and Potential): For the Procore Project Management Software, the initial year cost is $148,913.07, which includes setup and implementation expenses. Ongoing annual costs are anticipated to be approximately $114,791.47 per year. The total estimated expenditure over the full contract term is $263,704.54, inclusive of renewals and expected usage. For additional purchases under the Cooperative, expenditures shall be as approved in current/future budgets.
Presentation Information: N/A.
Staff Recommendation: Move that the Council approve, per City Code of Ordinances, Section 35.08(a)(9)(a) (cooperative exception), to participate in the OMNIA Partners Cooperative Contract #23-6692-01 for Technology Product Solutions and Related Services with Carahsoft Technology Corporation. This will include the Procore project management system explained herein, as well as other purchases by departments made in accordance with this agenda summary.
Alternate Recommendations:
1. Move that the Council amend the recommendation and approve participating in the OMNIA Partners Cooperative Contract #23-6692-01 for Technology Product Solutions and Related Services with Carahsoft Technology Corporation.
2. Move that the Council not approve participation and provide staff with direction.
Background: Currently, project documentation and communication are managed via multiple medias, but mostly emails. Contractors, consultants and USD staff are duplicating efforts in an attempt to track and manage projects. Conversely, when project management software has been used, it has been through a contractor/consultant, which does not allow the Department full control over the system. The USD concluded it was in its best interest to implement project management software that is customized and administrated by the department.
Issues/Analysis: Staff has reviewed the agreement with Carahsoft and finds that it will meet the needs of the Utility Systems Department in their implementation of the Procore Project Management Software. Staff is requesting Council approve participation in the Cooperative with Carahsoft, who is an authorized reseller for Procore. Because the purchase of Procore’s products also necessitates an agreement between the City and Procore, that agreement is still being negotiated. Therefore, the last two attachments to this agenda are for demonstrative purposes, and until negotiated and agreed by the parties, are not part of the motion to bind the City. If Council approves participation in the Cooperative with Carahsoft, and if the City and Procore agree on terms, those documents will be executed in accordance with the City’s Ordinances and procedures. Because Carahsoft is an authorized reseller of other products, this process of negotiating terms with other companies may be repeated in future purchases under the Cooperative. However, pursuant to City Code of Ordinances, any future purchases are only valid if sent through PMD and the CAO to ensure full City protection.
Financial Information: Funds to be appropriated in Utility CIP account #431-1355-552201.
Special Consideration: N/A.
Location of Project: N/A.
Attachments:
1. Cooperative Agreement with Carahsoft Technology Corporation.
2. Cobb County’s OMNIA Partners Contract.
3. Cobb County RFP #23-6692 with Addenda.
4. Omnia Partners Contract Award Summary.
5. Carahsoft Bid Submission.
6. Carahsoft - Procore Technologies Quote.
7. Carahsoft - Procore Technologies Scope of Work.
NOTE: All of the listed items in the “Attachment” section above are in the custody of the City Clerk. Any item(s) not provided in City Council packets are available upon request from the City Clerk.
Internal Reference Number: 25258-08.
Legal Sufficiency Review:
Reviewed by Alyssa Lunin, Senior Deputy City Attorney. Approved as to Legal form and sufficiency by Richard Berrios, City Attorney.