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February 25, 2021 City Council Regular Meeting
25. Authorize the City Manager to Execute a Contract Renewal for Project Management Software from Smartsheet, Inc. in the Amount of $92,403.31 (Event No. 8035)
Strategic Priority
Good Government

Recommend approval to renew an annual contract renewal for Smartsheet Enterprise Software from Smartsheet, Inc. in the amount of $92,403.31. The Department of Information Technology will use the software throughout the City as a project management center that allows City staff to assign tasks, track progress of projects and tasks, manage calendars, share and edit documents.

Smartsheet is a project management tool that combines all the Microsoft programs into one platform. It is the digital version of an accounting book, whiteboard, calendar, notes, files, emails, phone messages and invoices. The Smartsheet application allows for these office products to be combined electronically and function in a digital platform. It will improve efficiencies due to the increase in staff teleworking and allow for City resources to be delegated and measured across departments.

An upgrade to the Enterprise project rollout was approved by Council on August 27, 2020. This purchase is for the annual renewal of the license package.

Smartsheet, Inc. is the City’s current vendor for this software application. This is a sole source procurement because the software is proprietary, and Smartsheet is the only vendor that can provide the enterprise licenses for its software to be used throughout the entire City.

S.S.         SmartSheet, Inc.  (Bellevue, WA)(D)               

(D) Indicates non-local, non-DBE business.



Tim Moody, Director of Information Technology
Financial Impact
Expenditure of $92,403.31 from the Internal Service Fund
Review Comments
Exhibit 1: Purchasing Summary - SmartSheets License Agreement.pdf
Exhibit 2: Funding Verification - SmartSheets License Agreement.pdf
Agenda Plus