191639

Emergency Ordinance

*Authorize a contract with Carahsoft Technology Corporation for the purchase of Granicus workflow management system software licenses and support for three years not to exceed $1,500,000

Passed

The City of Portland ordains:

Section 1. The Council finds:

  1. The Portland Bureau of Transportation is responsible for administering utility work in the public right of way.
  2. PBOT has been using the current Centura-based application since 1995.  Vendor support for this application stopped in approximately 2004 and internal (PBOT) support stopped in 2022.  There are several issues with the application, specifically related to patching, which can and has caused the application to crash and work to stop.  In addition, Windows Access 97 is installed on several machines and is necessary to operate this application, which is also no longer supported.
  3. This contract will include software licenses and software support as well as implementation services.  The implementation is expected to be completed in 10 months and the licensing term is 3 years. 
  4. The not to exceed amount includes $1,500,000 over a three-year term for Granicus software licenses and Granicus software as a service.
  5. This project is budgeted in the current fiscal year (2023-24) and will be budgeted over the life of the project.  This is being funded by utility revenues.  There will be no use of GTR or General Funds.
  6. In accordance with City Code 5.33.160, the City may participate in Permissive Cooperative Procurements to establish contracts or price agreements for the acquisition of goods or services. 
  7. On 2/29/2024, in accordance with PCC 5.33.160, the City will post Cooperative Procurement Notice #00002273: Notice of Intent to Award a Contract using a Permissive Cooperative Procurement to Carahsoft Technology Corporation.
  8. The City is leveraging permissive cooperative procurement pricing in order to maximize City dollars for the purchase of this software.

NOW, THEREFORE, the Council directs:

  1. The Chief Procurement Officer is authorized to execute and amend an agreement with Carahsoft Technology Corporation for Granicus workflow management software licenses and support for a contractual total not to exceed $1,500,000.00 over a three-year term, provided the agreement has been approved as to form by the City Attorney’s Office.

Section 2. The Council declares that an emergency exists as a delay in executing this agreement may result in additional expenses and suspend the use of mission critical email and productivity software to the City of Portland; therefore, this Ordinance shall be in full force and effect from and after its passage by the Council.

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
Simone Rede

Impact Statement

Purpose of Proposed Legislation and Background Information

  • The purpose of this ordinance is to Authorize a contract with Carahsoft Technology Corporation, for the purchase of Granicus workflow management system software licenses and support for a not to exceed amount of $1,500,000.00 for a three year period

Financial and Budgetary Impacts

  • The total cost of the project is approximately $2.2M with an estimated contract cost of $1.5M with Carahsoft for the purchase of Granicus software.  This is funded through utility revenues, no GTR or general fund revenues will be used.
     
  • The SAP capital project # is 8TR000003185.
     
  • The contract is for software licenses, SaaS support, and implementation services.
     
  • This project was approved as part of the fall bump FY 2023-24.

Community Impacts and Community Involvement

  • Without entering into this agreement, the UCI division is at risk of system failure daily.  System failure will result in delays to issuing permits to utility companies doing work in the right of way.  The utility companies are important partners of the City and any delays to work will cause undue hardship to their customers and residents of the City.

100% Renewable Goal

N/A

Agenda Items

169 Consent Agenda in February 21, 2024 Council Agenda

Passed

  • Commissioner Carmen Rubio Yea
  • Commissioner Dan Ryan Absent
  • Commissioner Rene Gonzalez Yea
  • Commissioner Mingus Mapps Yea
  • Mayor Ted Wheeler Yea

Contact

Kayla Nelson

Business Systems Analyst III

Requested Agenda Type

Consent

Date and Time Information

Requested Council Date