Explanation
BACKGROUND:
This ordinance authorizes the Director of the Department of Technology (DoT) to modify and renew a contract with The Smart PM, LLC for the purchase of Smartsheet Control Center software, end-user licenses for various city agencies, software maintenance, and support services for a total cost of $326,015.70.
The Department of Technology and several city agencies use Smartsheet to collaborate on project timelines, documents, calendars, assignments, and related tasks. Smartsheet’s relatively simple user interface centers on "Smartsheets", similar to other popular spreadsheets. Additionally, Smartsheet can import data from other applications, such as Microsoft Office or Google.
Ordinance 1518-2025 authorized the Director of the Department of Technology to enter a contract with The Smart PM, LLC for the purchase of Smartsheet Control Center software, end-user licenses for various city agencies, software maintenance, and support services. The contract was advertised through Vendor Services as RFQ030170, and awarded to The Smart PM, LLC, who was the lowest bidder. This original contract established and authorized contract language allowing for three (3) mutually agreed upon one-year renewals with the approval of City Council.
This ordinance authorizes the Director of the Department of Technology to modify the contract for additional licensing that is immediately necessary and renew the original contract for a total expenditure of up to $326,015.70.
This is the first of three optional 12-month renewals, starting on September 1, 2026, and ending on August 31, 2027, with The Smart PM, LLC, for Smartsheet Control Center software, end-user licenses for various city departments, software maintenance, and support services.
1.1 Amount of additional funds to be expended:
The original contract amount: $273,650.65 (PO523465, Ord. 1518-2025)
Optional Renewal #1: $320,507.88 (This ordinance)
Modification #1: $5,507.82 (This ...
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