190817

Ordinance

Amend contract with e-Builder, Inc. to extend term and increase the amount by $1,356,054 for project management software (amend Contract No. 30004084)

Passed

The City of Portland ordains:

Section 1. The Council finds:

  1. As authorized by Ordinance No. 186867, the City entered into Contract No. 30004084 with e-Builder, Inc., effective December 19, 2014, to provide a license and related services for a capital project management software system to be used by the Bureau of Environmental Services (BES).
  2. Starting August 31, 2022, the FY 2022-2023 investment for an unlimited number of licenses for support of this software will be $314,620.59 for both the Bureau of Environmental Services and the Bureau of Transportation with an annual 5% increase for the remainder of the contract terms.  Funds will be available in the Sewer System Operating Fund, cost center of ESTS000002, Bureau of Environmental Services’ FY 2023- 2026 Budget, and the budget for the Bureau of Transportation cost center TRDR000003.
  3. Ordinance No. 188355 passed by Council on May 3, 2017, authorized Amendment No. 1 to the contract, to provide a license and related services to the Portland Bureau of Transportation (PBOT) to further the inter-bureau collaboration between BES and PBOT and improve the coordination of capital improvement project delivery.
  4. Ordinance No. 188355 passed by Council on May 3, 2017, authorized Amendment No. 2 to the contract, to increase the contract amount by $742,912.47 for a new total not-to-exceed amount of $2,467,075.27 and made adjustments to the rate and payment schedule for both BES and PBOT license costs.

NOW, THEREFORE, the Council directs:

  1. The Chief Procurement Officer is authorized to execute an amendment to Contract 30004084 with e-Builder, Inc for the purposes described in Section 1, in a form similar to the amendment added as Exhibit A, to extend the term to August 30, 2026 and to increase the value of the contract by $1,356,054.10 for a not-to-exceed contractual total of $3,823,129.37, provided that the contract has been approved as to form by the Office of the City Attorney.
  2. The Mayor and City Auditor are hereby authorized to pay for the contract from the Sewer System Operating Fund Budget when demand is presented and approved by the proper authority.

Documents and Exhibits

An ordinance when passed by the Council shall be signed by the Auditor. It shall be carefully filed and preserved in the custody of the Auditor (City Charter Chapter 2 Article 1 Section 2-122)

Passed by Council

Auditor of the City of Portland
Mary Hull Caballero

Impact Statement

Purpose of Proposed Legislation and Background Information

  • The proposed amendment is to extend the term and increase the value of the current e-Builder contract.  E-Builder is used by both the Bureau of Environmental Services and Portland Bureau of Transportation for capital project management and capital program management software.
  • This is the third amendment to contract 30004084 with e-Builder, Inc.
  • Both bureaus use the software to manage their capital programs, and for continuity of project delivery processes.

Financial and Budgetary Impacts

  •  The long-term financial impact is out until 2026 when the amendment contract term ends.
  • The budget impact for the FY 2022-23 year will be $314,620.59 and is included in the bureau’s annual budget.  After this fiscal year there is an annual 5% escalation for the remainder for the contract terms.
  • This amendment does not have any impact on staffing levels for either BES or PBOT.
  • This legislation is for a contract amendment for Contract No 30004084.

Community Impacts and Community Involvement

  • The community impacts of this ordinance are around the use of the software.  Without the ordinance both BES and PBOT would not be able to manage their capital project programs as effectively.
  • There has not been any outside public input for this contract amendment ordinance.

100% Renewable Goal

  • This action will neither increase nor decrease the City’s total energy use.
  • This action neither contributes nor takes away from the City’s goal of meeting 100 percent of community-wide energy needs with renewable energy by 2050.

Budget Office Financial Impact Analysis

Starting August 31, 2022, the annual cost for an unlimited number of licenses for support of this software will be $314,620 for both the Bureau of Environmental Services and the Portland Bureau of Transportation with an annual 5% increase for the remainder of the contract terms. Funds will be available in BES’s FY 2023-26 budgets in the Sewer System Operating Fund and PBOT’s budget in the Transportation Operating Fund. The amendment contract term is scheduled to end in 2026. 

Agenda Items

378 Consent Agenda in May 11-12, 2022 Council Agenda

Passed to second reading

Passed to second reading May 18, 2022 at 9:30 a.m.

405 Consent Agenda in May 18-19, 2022 Council Agenda

Passed

  • Commissioner Dan Ryan Yea
  • Commissioner Jo Ann Hardesty Yea
  • Commissioner Mingus Mapps Yea
  • Commissioner Carmen Rubio Yea
  • Mayor Ted Wheeler Yea

Prepared by

Alicia Gruber

Requested Agenda Type

Consent