HomeMy WebLinkAboutSummary FormAGENDA ITEM SUMMARY FORM
FILE ID: 15-00779
Date: 6 / 15 / 2015 Requesting Department: Information Technolo . y
Commission Meeting Date: 7 / 23 / 2015 District Impacted: All
Type: ® Resolution ❑ Ordinance ❑ Emergency Ordinance ❑ Discussion Item
❑ Other
Subject: Agenda and Meeting Management System
Purpose of Item:
Law Department
Matter ID No.
It is respectfully requested that the City Commission accept the recommendation of the City Manager
approving the findings of the Evaluation Committee pursuant to Request for Proposals (RFP) No. 472340 for
Agenda and Meeting Management System for the Department of Information Technology, and authorize the
City Manager, after consultation with the City Attorney, to negotiate and execute a Professional Services
Agreement (PSA) in substantially the attached form, with the highest ranked responsive and responsible
proposer, Accela, Inc., for a contract period of five (5) years, with the option to renew for two (2) additional
five (5) year periods. Allocating funds from the various sources of funds from the user department and
agencies, subject to the availability of funds and budgetary approval at the time of need.
Background Information:
On March 19, 2015, the Department of Procurement issued RFP No. 472340, Agenda and Meeting
Management System. On May 4, 2015, three (3) proposals were received in response to the solicitation. After
evaluating the proposals following the guidelines published in the solicitation, the Evaluation Committee
(Committee) decided to hold oral presentations. Upon completion of the oral presentations, the Committee re-
evaluated, re -rated and re -ranked the proposals, based upon the written documents combined with the oral
presentation. Price proposals were reviewed after the review and scoring of technical proposals. The
Committee recommended to negotiate and execute a contract with Accela, Inc. Should negotiations fail, the
City will begin negotiations with the next highest ranked responsive and responsible proposer, until an
agreement, acceptable to the City, has been reached.
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: As required by department
Special Revenue Account No: N/A
CIP Project No: N/A
NO Is this item funded by Homeland Defense/Neighborhood Improvement Bonds?
Start Up Capital Cost: N/A
Maintenance Cost: N/A
Total Fiscal Impact: $1,057,860 (for 5 yr initial term, and 2, 5yr OTR)
Final Approvals
(SIGN AND DATE
CIP N/A Budg
If using or receiving capital funds
Grants ,N/A •s �, Risk Manageme
Procurement yA,t Dept. Director
Chief City Manager