REPORT TO COUNCIL
SUBJECT
Title
Award a Two-Year Purchase Agreement to e-Builder, Inc. in the Amount of $420,000 for Unlimited Authorized User Licenses for e-Builder Enterprise Software (F25-019)
Report
REPORT IN BRIEF
Approval is requested to award a two-year purchase agreement to e-Builder, Inc. in Florida, in the not-to-exceed amount of $420,000 for unlimited authorized user licenses for e-Builder Enterprise Software.
EXISTING POLICY
Pursuant to Section 2.08.040 (d) of the Sunnyvale Municipal Code, Council approval is required for the procurement of goods and/or services greater than $250,000 in any one transaction.
ENVIRONMENTAL REVIEW
The action being considered does not constitute a "project" within the meaning of the California Environmental Quality Act (CEQA) pursuant to CEQA Guidelines Section 15378(a) as it has no potential for resulting in either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment.
BACKGROUND AND DISCUSSION
e-Builder is a web-based project management software used by the Department of Public Works to manage and track capital improvement projects. The City entered into a yearly renewable service agreement with e-Builder in 2014. In addition to City staff, licenses are issued to design consultants and construction contractors working on City projects.
During FY 2023/24, the City paid $173,125 for 135 e-Builder licenses. Due to the high number of active capital projects in design and construction during this period, 184 licenses were used. Over the next few years, several major projects are scheduled to begin that will each require additional licenses. While e-Builder did not charge the City for the additional licenses, they requested a new agreement to cover the increased usage.
Staff negotiated an annual cost of $210,000 for unlimited authorized user licenses for the three (3) years beginning July 1, 2024 (Attachment 1 to this report). To maintain continuous acce...
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