HomeMy WebLinkAboutSummary FormAGENDA ITEM SUMMARY FORM
FILE ID: 14-00460
Date: 5/1/2014 Requesting Department: Information Technology
Commission Meeting Date: 6/12/2014 District Impacted: All
Type: ® Resolution ❑ Ordinance ❑ Emergency Ordinance n Discussion Item
❑ Other
Subject: Document Management Software, Hardware, and Services, IFB 391322
Purpose of Item:
Law Department
Matter ID No.
The nature of this item is to establish a term contract for the purchase of Document Management
Software, Hardware, on an as -needed contractual basis from, MCCi, LLC., the lowest responsive and
responsible bidder, for an initial contract period of two (2) years, with options to renew for three (3)
additional one (1) year periods; authorizing the allocation of funds from the various sources of funds
of the user departments and agencies, subject to the availability of funds and budgetary approval at the
time of need.
Background Information:
On December 11, 2013, the Procurement Department issued Invitation for Bid (IFB) # 391322. As
required by the Procurement Code, the IFB was advertised and issued online. On January 14, 2014, at
the bid opening, three (3) bidders submitted bids, and the bids were tabulated. The Procurement
Department is recommending award to MCCi, LLC., the lowest responsive and responsible bidder,
per bid specifications. The Department of Information Technology estimates to spend annually about
$45,000, which will be primarily for maintenance. This amount will increase as other end -user City
Departments purchase software licenses and other tools.
Budget Impact Analysis
NO Is this item related to revenue?
YES Is this item an expenditure? If so, please identify funding source below.
General Account No: N/A
Special Revenue Account No: 50001.251000.546000.0.0 (I.T. Department)
CIP Project No: N/A
NO Is this item funded by Homeland Defense/Neighborhood Improvement Bonds?
Start Up Capital Cost: N/A
Maintenance Cost: $45,000 (Annually, primarily for maintenance — I.T. Department)
Total Fiscal Impact: N/A
CIP N/A
Final Approvals
(SIGN AND DATE)
Bud
Grants If using or, receiving c pi i irri
/ Risk Management Purchasing Dept. Director C Up „ 0 av
N/A
Chief City Manager
Done. 1 ..f 1