20241113-009 IS System Contract — original pdf

Backup

City of Austin Recommendation for Action File #: 24-6116, Agenda Item #: 55. 11/21/2024 Posting Language Authorize negotiation and execution of a contract for software licenses and subscriptions, software support, professional services, consulting, and training to support the Department of Aviation’s project management information software system with EC America Inc., for a term of five years in an amount not to exceed $3,670,000. - Funding in the amount of $540,714 is available in the Capital Budget of the Department of Aviation. Funding for the remaining contract term is contingent upon available funding in future budgets. Lead Department Financial Services Department. Client Department(s) Department of Aviation. Fiscal Note Funding in the amount of $540,714 is available in the Capital Budget of the Department of Aviation. Funding for the remaining contract term is contingent upon available funding in future budgets. Purchasing Language: Multiple cooperative purchase programs were reviewed for these services. The Financial Services Department and the Department of Aviation have determined this contractor best meets the needs of the Department of Aviation to provide these services required for the City. MBE/WBE: Cooperative Agreement contracts are exempt from the City Code Chapter 2-9B (Minority-Owned and Women- Owned Business Enterprise Procurement Program); therefore, no subcontracting goals were established. For More Information: Direct questions regarding this Recommendation for Council Action to the Financial Services Department - Central Procurement at FSDCentralProcurementRCAs@austintexas.gov or 512-974-2500. Council Committee, Boards and Commission Action: November 13, 2024 - To be reviewed by the Airport Advisory Commission. Additional Backup Information: The contract is for software licenses and subscriptions, software support, professional services, consulting, and training to support the Department of Aviation’s (Aviation) Project Management Information software system (PMIS). This system provides Aviation’s Planning and Development Division with a consolidated platform for document management, process automation, reporting, risk management and financial forecasting related to the Airport’s Capital Improvement Program (CIP), including the Airport Expansion and Development Program (AEDP), Rolling CIP, and Tenant Improvements. PMIS is critical to the success of the AEDP. The City of Austin Page 1 of 2 Printed on 11/4/2024 powered by Legistar™ File #: 24-6116, Agenda Item #: 55. 11/21/2024 system provides a structured approach to planning, organizing, and managing resources, tasks, and data. It also ensures project compliance with industry regulations, standards, and internal program governance by maintaining a traceable record of all actions and decisions. The implementation of the PMIS has established robust program controls, streamlined processes, and provided a clear strategic direction for the AEDP, all of which are essential to the overall success of the Airport. Previously, Aviation utilized the PMIS through an annual subscription via the City’s Texas Department of Information Resources Master Agreement. Aviation is now seeking a five-year contract to cover the duration of the AEDP and achieve cost savings compared to annual renewals. The United States General Services Administration (also known as GSA) Information Technology is a cooperative purchasing association recognized under Texas procurement statutes. Cooperative associations, themselves or using a lead government, competitively solicit and award contracts that are eligible for use by other qualified state and local governments. Due to their substantial volumes, larger than any one government could achieve independently, cooperative contracts routinely include superior terms, conditions, and pricing. Use of cooperative contracts also results in lower administrative costs and time savings. If the City is unable to secure a contract, the airport would lack a reliable tool for managing project controls, ensuring compliance with standards, and overseeing risk and financial management. Additionally, Aviation would lose the ability to track key metrics and drive program improvements effectively. City of Austin Page 2 of 2 Printed on 11/4/2024 powered by Legistar™