To: Board of Supervisors
From: Marc Shorr, Information Technology Director
Report Title: Purchase Order with Smartsheet Inc. for project management software
☒Recommendation of the County Administrator ☐ Recommendation of Board Committee
RECOMMENDATIONS:
APPROVE and AUTHORIZE the Purchasing Agent, on behalf of the Chief Information Officer, to execute a purchase order with Smartsheet Inc., in an amount not to exceed $97,000 for project management software, subject to the terms of Smartsheet’s User Agreement, for the period of April 30, 2024, through April 29, 2025.
FISCAL IMPACT:
The cost of this product is included in the Department’s FY23-24 budget.
BACKGROUND:
Smartsheet serves as the enterprise project management tool for the Department of Information Technology’s (DOIT’s) Project Managers. Smartsheet is a cloud-based platform that enables DOIT staff to manage and automate work processes, collaborate on projects, and track tasks in real-time. It combines the functionality of a spreadsheet with project management and collaboration features, making it a versatile tool for various teams and projects. Some of the benefits of using Smartsheet are as follows:
1. Ease of Use: Smartsheet has an intuitive interface that resembles a spreadsheet, making it easy for DOIT staff to get started without extensive training.
2. Collaboration: DOIT staff can collaborate in real-time, share documents, and communicate within the platform, fostering better teamwork and communication.
3. Project Management: Smartsheet provides tools for task management, project timelines, resource allocation, and progress tracking, helping teams stay organized and on schedule.
4. Automation: With automation features like alerts, reminders, and workflows, Smartsheet can streamline repetitive tasks and help improve efficiency.
5. Customization: DOIT users can customize sheets, reports, and dashboards to suit their specific needs and workflows, making it adaptable to different types of projects.
6. Visibility/Reporting: The Smartsheet platform offers visibility into project status, performance metrics, and key milestones through interactive dashboards and reports, enabling better decision-making and project oversight.
Overall, Smartsheet is a flexible and scalable tool that highly benefits DOIT staff by improving collaboration, efficiency, and project management capabilities.
Smartsheet’s User Agreement contains an indemnification provision from the County to Smartsheet, as well as a limitation of Smartsheet’s liability to the fees paid by the County to Smartsheet under this Agreement for the services giving rise to the liability during the twelve (12) months prior to the date on which the liability arose. This purchase is being justified via sole source.
CONSEQUENCE OF NEGATIVE ACTION:
If this purchase is not approved, DOIT staff will not have a project management tool, which could result in inefficiencies, communication gaps, reduced productivity, and increased project risks.