The Information Technology Solutions Department (ITS) will use this Purchase Agreement for the purchase of a Granicus Agenda Management, Vote Cast and Citizen Participation Suite (Granicus Suite) from CDW Government LLC, to replace the current E-Council System. The current system was developed and maintained by Staff and has exceeded its life expectancy. The proposed suite will provide a fully integrated legislative suite that will provide workflow for the agenda process, including the ability to approve items while away from the office, a more flexible agenda creation process, quicker assembly and production of the electronic agenda packet; seamless posting of the agenda packet to the web and distribution to Council Members and Staff. In addition the Vote Cast system will be integrated to allow for the automatic recording of motions, seconds, and votes in the minutes. The City will continue to use a streaming service, and video, along with the minutes and presentations, will be integrated onto the web for citizens. The Granicus Suite is compatible with Laserfiche, the City's Information Management System so the packets can be maintained in electronic format. This purchase agreement will provide software, services, hardware, and two years of maintenance for the Granicus Suite for the of amount of $122,705.00. PRICE ANALYSIS - The City has no previous comparable procurement cost for this system. Staff certifies that the products meet specifications and the prices are fair and reasonable.
COOPERATIVE PURCHASES - State law provides that a local government purchasing an item under a Cooperative Purchasing Agreement satisfies state law requiring that the local government seek competitive bids for purchase of the item(s). National Joint Powers Alliance (NJPA) contracts have been competitively bid to increase and simplify the purchasing power of government entities across the State of Texas. M/WBE OFFICE - A waiver of the goal for MBE/SBE subcontracting requirements was requested by the Purchasing Division 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 for an amount up to $30,676.00 and does not require specific City Council approval as long as sufficient funds have been appropriated. AGREEMENT TERMS - Upon City Council's approval, this Agreement shall commence on June 21, 2017 and shall expire on November 18, 2018, to correspond with the terms of the cooperative contract. RENEWAL OPTIONS - This Agreement may be renewed in accordance with the terms of the NJPA contracts or applicable successive-terms for the same services at the City's option. This action does not require specific City Council approval provided that the City Council has appropriated sufficient funds to satisfy the City's obligations during the renewal term. |
