HomeMy WebLinkAboutItem 23 - Engineering Software Maintenance and Technical Support ServicesPublic Works Agency
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Item # 23
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
December 21, 2021
TOPIC: Engineering Software Maintenance and Technical Support Services
AGENDA TITLE
Award Purchase Order to Bentley Systems, Inc. for Engineering Software Maintenance
and Technical Support Services for a One-year Subscription Period from January 17,
2022, through January 16, 2023, in an Annual Amount Not to Exceed $80,000 (Non-
General Fund)
RECOMMENDED ACTION
Award a one-time purchase order to Bentley Systems, Inc. for software maintenance and
technical support for specialized engineering software used in the Public Works Agency
for a one-year subscription period beginning January 17, 2022 and ending January 16,
2023, with the option to extend for up to four additional one-year terms, exercisable by
the City Manager, in an annual amount not to exceed $80,000 per year, for a total amount
not to exceed $400,000, subject to non-substanstive changes approved by the City
Manager and City Attorney.
DISCUSSION
The Public Works Agency utilizes a number of specialized engineering software products
in its delivery of public infrastructure projects. At the foundation of these engineering
technology tools is the MicroSation computer-aided (CAD) drafting software, an industry
standard which has been used for design engineering and Geographic Information
System (GIS) data management for over 20 years.
Bentley Systems, Inc. is the owner and developer of MicroStation software. They are
also the sole-source provider of maintenance and technical support for MicroStation
software. The recommended software maintenance purchase order will allow the City to
continue to utilize the Bentley license server, which provides maximum software license
availability without having to purchase separate licenses of each product for every
computer and individual user. The software maintenance agreement also ensures that
the Public Works Agency receives technical support for critical software issues that could
greatly impact the ability to meet deadlines for engineering projects in the Traffic, CIP,
and Water Resources divisions.
The option to switch to a third-party MicroStation vendor would require the City to
immediately purchase new software licenses through another vendor at a considerable
Engineering Software Maintenance and Technical Support Services
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expense. However, software maintenance and support would still have to be purchased
through Bentley Systems, Inc. Also, changing to a different CAD platform at this time
would not provide any technological benefit. However, in addition to requiring an
immediate investment in new software licenses, all users would have to be retrained,
archived engineering and GIS files would have to be transferred, and current projects
would have to be developed in a new, unfamiliar engineering environment.
Staff is recommending approval of the Request for Exception to Competitive Bidding and
authorization to award a purchase order agreement for the term of one year with up to
four 1-year renewal options. If technology becomes available during the next five years,
the City can choose not to renew and to implement a suitable transition plan.
ENVIRONMENTAL IMPACT
There is no environmental impact associated with this action.
FISCAL IMPACT
The cost of maintenance for the first year of the agreement is $73,283. However, as Public
Works continues to fill vacancies, additional software licenses will be required. Funds up
to the $80,000 annual limit are available in the Public Works Agency Administrative
Services internal service fund Fiscal Year 2021-22 budget. The same amount will be
budgeted annually in subsequent fiscal years to accommodate staffing and/or any
reasonable pricing changes that may be implemented.
Fiscal
Year
Accounting Unit -
Account No.
Fund
Description
Accounting Unit -
Account No. Description Amount
2021-22 10117601-62300
Public Works-
Admin &
Planning
Public Works Admin
Services - Contract
Services Professional
$80,000
2022-23 10117601-62300
Public Works-
Admin &
Planning
Public Works Admin
Services - Contract
Services Professional
$80,000
2023-24 10117601-62300
Public Works-
Admin &
Planning
Public Works Admin
Services - Contract
Services Professional
$80,000
2024-25 10117601-62300
Public Works-
Admin &
Planning
Public Works Admin
Services - Contract
Services Professional
$80,000
2025-26 10117601-62300
Public Works-
Admin &
Planning
Public Works Admin
Services - Contract
Services Professional
$80,000
Total $400,000
Engineering Software Maintenance and Technical Support Services
December 21, 2021
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Submitted By: Nabil Saba, P.E., Executive Director – Public Works Agency
Approved By: Kristine Ridge, City Manager