The Internal Audit (IA) Department will utilize this Purchase Agreement for automated working papers solution software, installation, training, hosting and travel expenses to replace the current manual auditing process. Automated working papers solutions are best practice that bring efficiencies to the required audit documentation and audit review process. The automated working papers solution offers a paperless, web-based audit managing tool, which manages and tracks auditing projects to eliminate time-consuming and wasteful barriers associated with manual and tedious audit review process and disconnected electronic files. The first year of the Agreement shall be for the initial purchase and installation of the solution in the amount up to $110,000.00. The annual cost for renewal terms shall be $31,280.00 ($14,000.00 for Licenses and Maintenance and $17,280.00 for Hosting). Local Cities utilizing Automated Working Papers City | Shop Size | Automated Working Papers | Implementation Date | San Antonio | 23 | Yes | FY2012 | Dallas | 22 | Yes | FY2008 | Austin | 21 | Yes | FY2011 | Fort Worth | 15 | No | N/A | DFW Airport | 14 | Yes | FY2011 | Houston | 11 | Yes | FY2014 |
BID ADVERTISEMENT - A Request for Proposals (RFP) was advertised in the Fort Worth Star-Telegram on September 2, 2015, September 9, 2015, September 16, 2015, September 23, 2015, September 30, 2015 and October 7, 2015. The evaluation factors included qualifications and references, customer support, software functionality, hosting services and cost. Eighty-seven vendors were solicited from the purchasing vendors database system; three responses were received. The proposals were reviewed by the evaluation panel that consisted of members from the Internal Audit Department. The proposal from Wolters Kluwer Financial Services, Inc. was found to present the best value to the City. PRICE ANALYSIS – The City has no purchasing history for this type of software. Staff reviewed and determined this pricing to be fair and reasonable. M/WBE - A waiver of the goal for MBE/SBE subcontracting requirements was requested by the Purchasing Department and approved by the M/WBE Office, in accordance with the BDE Ordinance, because the purchase of goods or services is from sources where subcontracting or supplier opportunities are negligible.
ADMINISTRATIVE CHANGE ORDER - An administrative change order or increase may be made by the City Manager in the amount of $27,500.00 and does not require specific City Council approval as long as sufficient funds have been appropriated. AGREEMENT TERM - Upon City Council's approval this Agreement shall begin on September 28, 2016, and expire on September 27, 2017. RENEWAL OPTIONS – This Agreement may be renewed for up to four successive one-year terms at the City's option. This action does not require specific City Council approval, provided the City Council has appropriated sufficient funds to satisfy the City's obligation during the renewal term. |
