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Approve Agreement with Procore Technologies, Inc. for Project Management Software <br />September 1, 2020 <br />Page 2 <br />This software application is exempt from bidding under SAMC 2-807(a), which so exempts <br />purchases over $25,000 of "materials, supplies, labor, and equipment whenever it shall appear <br />that there is only one (1) reasonably available source or where solicitation of bids would for any <br />reason be an idle act". Here, the application is very industry -specific and unique to this vendor. <br />It is not generally available like a typical software program. As a result, the solicitation of bids <br />would have been unproductive and led to further delay for a product that is needed for projects <br />currently underway. <br />Staff recommends approval of the purchase of a license subscription with ProCore Project <br />Management Pro (ProCore) to assist in the delivery of City projects. ProCore is a widely -used <br />program that provides instant data transmission across PC and mobile applications, allowing for <br />real-time delivery of accurate project information. The cloud -based platform has intuitive tools to <br />assign tasks, respond to comments and questions, produce and access reports, and manage <br />budgets and costs. In addition, ProCore has the ability to integrate with other platforms currently <br />being used by the City, eliminating the need to purchase any additional software in order to <br />successfully implement its usage. <br />ENVIRONMENTAL IMPACT <br />There is no environmental impact associated with this action. <br />FISCAL IMPACT <br />Funding for this agreement is budgeted and available in the Fiscal Year 2020-21 Water <br />Administration & Engineering Account (No. 06017645-62300) and will be budgeted and available <br />for expenditure, annually, in the same account: <br />Fiscal Year <br />Accounting Unit — <br />Fund <br />Accounting Unit, Account <br />Amount <br />Account No. <br />Description <br />Description <br />FY 2020-21 <br />06017645-62300 <br />Water <br />Water Admin/Engineering, <br />$50,000 <br />Fund <br />Contract Services -Professional <br />Option Years <br />FY2021-22 <br />06017645-62300 <br />Water <br />WaterAdmin/Engineering, <br />$50,000 <br />Fund <br />Contract Services -Professional <br />FY 2022-23 <br />06017645-62300 <br />Water <br />Water Admin/Engineering, <br />$50,000 <br />Fund <br />Contract Services -Professional <br />FY 2023-24 <br />06017645-62300 <br />Water <br />Water Admin/Engineering, <br />$50,000 <br />Fund <br />Contract Services -Professional <br />FY 2024-25 <br />06017645-62300 <br />Water <br />Water Admin/Engineering, <br />$50,000 <br />Fund <br />Contract Services -Professional <br />Total Amount: <br />$250,000 <br />25A-2 <br />