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Approve a contract with Kahua for $115,613 for annual software subscription, maintenance, and support services for capital projects management platform for an initial term of August 1, 2025 through July 31, 2026, with four one-year optional extensions; Approve a contract with VM3 Consulting for $234,387 for Kahua software implementation and support services for the period of June 24, 2025 through June 24, 2026; and Delegate authority to the County Administrator or designee to execute the contracts, and any subsequent amendments, with County Counsel concurrence, up to an aggregate of $74,999
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Published Notice Required? Yes ____ No _X _
Public Hearing Required? Yes ____ No _X _
DEPARTMENTAL RECOMMENDATION:
The Department of General Services recommends that the Board of Supervisors:
1. Approve a contract with Kahua for $115,613 for annual software subscription, maintenance, and support services for capital projects management platform for an initial term of August 1, 2025 through July 31, 2026, with four one-year optional extensions (Attachment A);
2. Approve a contact with VM3 Consulting for $234,387 for Kahua software implementation and support services for the period of June 24, 2025 through June 24, 2026 (Attachment B); and
3. Delegate authority to the County Administrator or designee to execute the contracts, and any subsequent amendments, with County Counsel concurrence, up to an aggregate of $74,999.
SUMMARY/DISCUSSION:
The Department of General Services recommends approval of two related contracts to implement Kahua, a cloud-based capital project management platform, and associated implementation services from VM3 Consulting. The Kahua agreement includes one year of licensing, support, and maintenance, with four optional one-year extensions. VM3 Consulting will provide configuration, training, data migration, analytics, and system integration to support a successful transition.
Kahua will replace the County’s current patchwork of manual tools, such as Excel (budgeting), Smartsheet (scheduling), Access databases (status reporting), and shared drives (documentation storage), with a centralized system designed to improve efficiency, data accuracy, transparency, and reporting. The system will support real-time reporting, stronger financial oversight through integration with the County’s financial budget system, and enhanced project visibility for staff, leadership, and stakeholders.
Together, these contracts will modernize project management, reduce manual workload, strengthen audit and compliance readiness, and enhance data-driven decision-making across capital improvements projects. The procurement complies with County policy and leverages a competitively awarded public agency contract.
FINANCIAL IMPACT:
The total estimated first-year cost is $350,000, including $115,613 for Kahua’s annual subscription and $234,387 for VM3 Consulting’s implementation services. Both amounts are included in the FY2025/26 Recommended and Supplemental Budget Requests.
The costs associated with preparing the agenda item are nominal and absorbed by the department’s FY2024/25 Working Budget.
ALTERNATIVES:
The Board could choose not to award the contracts. This is not recommended, as it would delay critical improvements to project management systems, prolong reliance on inefficient manual processes, and limit the County’s ability to monitor and report on capital projects and financial performance in real time.
OTHER AGENCY INVOLVEMENT:
The Department of Information Technology supported the software evaluation and confirmed Kahua meets County data and security standards. Staff coordinated with General Services Purchasing for procurement compliance, and County Counsel reviewed the contracts as to form.
CAO RECOMMENDATION:
APPROVE DEPARTMENTAL RECOMMENDATION