To: Board of Directors
From: Lewis Broschard, Chief, Contra Costa County Fire Protection District
Report Title: Blanket Purchase Order with Smartsheet Inc.
☒Recommendation of the County Administrator ☐ Recommendation of Board Committee
RECOMMENDATIONS:
APPROVE and AUTHORIZE the Purchasing Agent to execute, on behalf of the Fire Chief, a purchase order with Smartsheet Inc., in an amount not to exceed $175,000 for project management software, for the period January 20, 2026 through January 19, 2029.
FISCAL IMPACT:
Budgeted. 100% CCCFPD General Operating Fund.
BACKGROUND:
Smartsheet serves as the enterprise project management solution for the Fire District's Project Managers. This cloud-based platform empowers Fire District staff to efficiently manage and automate workflows, collaborate on projects, and monitor tasks in real-time. By integrating spreadsheet functionality with robust project management and collaboration tools, Smartsheet offers a versatile solution suitable for various teams and initiatives.
Key Benefits of Using Smartsheet:
1. User-Friendly Interface: Smartsheet features an intuitive design that resembles a spreadsheet, allowing staff to quickly familiarize themselves with the platform without extensive training.
2. Enhanced Collaboration: The platform facilitates real-time collaboration, document sharing, and internal communication, fostering improved teamwork among staff.
3. Comprehensive Project Management: Smartsheet provides essential tools for task management, project timelines, resource allocation, and progress tracking, ensuring teams remain organized and on schedule.
4. Automation Capabilities: With features such as alerts, reminders, and automated workflows, Smartsheet streamlines repetitive tasks, enhancing overall efficiency.
5. Customizable Solutions: Users can adapt sheets, reports, and dashboards to fit their specific workflows and project requirements, making it a flexible tool for diverse projects.
6. Visibility and Reporting: Smartsheet delivers valuable insights into project status, performance metrics, and key milestones through interactive dashboards and reports, enabling informed decision making and effective project oversight.
Overall, Smartsheet is a flexible and scalable tool that significantly improves collaboration, efficiency, and project management capabilities for Fire District staff.
Additionally, it is important to note that Smartsheet’s User Agreement includes an indemnification provision from the County to Smartsheet, along with a limitation of liability that restricts Smartsheet's liability to the fees paid by the District for services rendered in the twelve months prior to any liability. This purchase is being justified as a sole source acquisition.
In October 2024, the Board approved a purchase order for the Fire District with Smartsheet Inc. for an amount of $76,000. The District is now requesting to add funds and extend the term date of the original purchase order to better equip the growing organization project management software products throughout the year.
CONSEQUENCE OF NEGATIVE ACTION:
If this purchase is not approved, Fire District staff will not have a project management tool, which could result in inefficiencies, communication gaps, reduced productivity, and increased project risks.