FROM: Robert Thompson, General Manager
Originator: Wally Ritchie, Director of Finance
SUBJECT:
title
PROJECT MANAGEMENT ON WEB MAINTENANCE AND SUPPORT RENEWAL
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GENERAL MANAGER'S RECOMMENDATION
recommendation
RECOMMENDATION:
A. Approve a three-year Sole Source Purchase Order Contract with PMWeb Inc. for maintenance and support of Project Management on Web (PMWeb) application, for a total amount not to exceed $468,600; and
B. Approve a contingency of $46,860 (10%).
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BACKGROUND
In 2018, Orange County Sanitation District (OC San) implemented PMWeb to support construction management functions, including submittals, meeting minutes, requests for information, and construction agreement management. PMWeb is now used to manage all engineering projects. As project activity expands, additional OC San staff and external users (e.g., consultants) require system access, driving increased user licensing and associated annual maintenance costs.
RELEVANT STANDARDS
* Ensure the public's money is wisely spent
* Maintain a culture of improving efficiency to reduce the cost to provide the current service level or standard
* Sound engineering and accounting practices, complying with local, state, and federal laws
PROBLEM
The current contract for OC San's PMWeb maintenance and support expires on August 1, 2026. PMWeb supports critical engineering processes such as submittals, commitments, change requests, meeting minutes, daily reports, business process workflows, and forms.
PROPOSED SOLUTION
Commit to a three-year term for a total of $468,600. Below is the year-by-year breakdown of the cost:
Year
With 3-Year
Commitment
2026/2027
$156,200
2027/2028
$156,200
2028/2029
$156,200
Total
$468,600
TIMING CONCERNS
The current Purchase Order Contract term will expire on August 1, 2026; renewal must be completed prior to August 1, 2026, to prevent a lapse in coverage.
RAMIFICATIONS OF NOT TAKING ACTION
OC San's Engineering Projects gener...
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