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Cityworks Maintenance Agreement <br />March 4, 2025 <br />Page 2 <br />1050 Vendors Notified <br />20 Santa Ana Vendors Notified <br />29 Vendors Downloaded the Bid Packet <br />2 Proposals Received <br />0 Proposals Received from Santa Ana <br />Vendors <br />Proposals were solicited, opened on October 29, 2024, and evaluated. Two proposals <br />were submitted by the RFP deadline and both were determined to be responsive to the <br />specifications and met the City's requirements. Proposals were scored by a staff panel <br />and were rated based on responsiveness to the RFP, experience of the firm, and <br />pricing. Staff recommends the approval of the agreement with Woolpert, Inc. (Exhibit 2). <br />as they demonstrated the most relevant expertise, capacity, and experience as <br />specified in the RFP (Exhibit 3). In addition, Woolpert has been the historical provider of <br />this service and is familiar with the city's current Cityworks infrastructure. Woolpert's <br />previous on -call agreement expired January 15, 2025. An extended negotiation of <br />contract terms necessitated a delay of the award to the current council date. Because <br />this is an on -call agreement, no disruption to Cityworks services was experienced. <br />ENVIRONMENTAL IMPACT <br />There is no environmental impact associated with the action. <br />FISCAL IMPACT <br />Funds are budgeted and available for expenditure in the Fiscal Year 2024-2025 budget <br />and subsequent fiscal years will be included in the proposed budgets for City Council <br />consideration. The funds will be budgeted and available for this item in the accounts <br />below. <br />Fiscal <br />Accounting <br />Fund <br />Accounting Unit, <br />Total <br />Year <br />Unit- <br />Description <br />Account <br />Account # <br />Description <br />2024-25 <br />10117601- <br />Public Works — <br />Public Works — <br />$60,000 <br />62300 <br />Administration & <br />Admin Services — <br />Planning <br />Contract Services <br />Professional <br />2025-26 <br />10117601- <br />Public Works — <br />Public Works — <br />$60,000 <br />62300 <br />Administration & <br />Admin Services — <br />Planning <br />Contract Services <br />Professional <br />2026-27 <br />10117601- <br />Public Works — <br />Public Works — <br />$60,000 <br />62300 <br />Administration & <br />Admin Services — <br />Planning <br />Contract Services <br />Professional <br />