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Committee approves purchase of citywide project‑and‑portfolio management software
Summary
The council committee approved an agreement to buy and implement a centralized project‑and‑portfolio management (PPM) tool after a presentation from the Project Management Office outlining time savings, real‑time dashboards and a five‑year price lock with technical support.
The Budget, Finance and Governance Committee voted to authorize acquisition and implementation of a project‑and‑portfolio management software package after a presentation from the city’s Project Management Office.
The Project Management Office presented the tool as a centralized platform to track plans, assign teams, prioritize projects and produce dashboards and analytics in real time, which the presenter said will help identify risks earlier and optimize budget and staffing. “A good PPM tool like the one we chose will save project managers at least half an hour every day and will save project sponsors at least half an hour every week,” the director said, adding the office manages six project managers and about 25 projects.
Committee members pressed for implementation details. The director said the contract includes a five‑year price lock that covers unlimited technical tickets and future upgrades, and the implementation will include training and 50 hours of time‑and‑materials support to handle uncommon customization needs. The office expects to complete implementation with PMO and IT in the coming fiscal year and to begin offering the platform to other departments the following fiscal year.
Committee members asked whether similar tools are used by other municipalities; the director said the city surveyed the market and received 10 proposals, with the top five vendors commonly used by other public agencies. Council members also confirmed the PMO has project management–certified staff and that training for broader city use is part of the rollout plan.
The committee approved the agreement (Intro 169) without recorded roll call tallies in committee. The transmittal indicates the software was selected after a formal RFP and vendor demonstrations that evaluated license/cost breakdown, day‑to‑day project manager functionality and decision‑making support.
City staff will proceed with implementation and training per the approved agreement; the vendor will provide the contracted support hours and upgrades within the five‑year term.
