Smartsheet Enterprise Project Tracking Software Subscription Renewal

The City of Coquitlam intends to renew its subscription for the Smartsheet Enterprise Project Tracking Software, with a total anticipated cost of $62,453.00 plus tax. This renewal is planned without a traditional competitive bidding process due to the vendor's exclusive knowledge of the proprietary software, the risk of voiding the manufacturer's warranty if serviced by alternative vendors, and the significant cost and resource implications of switching providers. The contract period and exact renewal details pertain specifically to maintaining continuity and support for this specialized software critical to the City’s project tracking needs. Although the City is not pursuing a competitive procurement, vendors capable of supplying the same products and services are invited to submit written proposals by February 11, 2026, quoting the Notice of Intent number 26-051. Submissions should be directed to the City’s procurement office via the provided email, where further inquiries can also be addressed. This approach underscores the City’s effort to balance operational continuity with openness to alternatives, should any qualified vendor present a compelling case.