From
Angi Mize
Title
Price agreement for Agenda Management Software from Municode (up to $9,800 annually and a one-time fee of $1,500.00) for three years with the option to renew for one additional three-year period totaling $60,300 if all extensions are exercised and authorize the City Manager to execute the renewal options with aggregate price fluctuations of the lesser of up to $50,000 or 25% of the original maximum price so long as sufficient funding is appropriated by the City Council to satisfy the City's obligation during the renewal terms
Presenter
Cathy DiMaggio, City Secretary
Recommended Action
Approve
Analysis
This agreement will be for a new agenda management software. We have used the current system for 11 years and recognized the need for an upgrade that would benefit all users and agenda management administrators. All responses received were evaluated and the top two, Agenda Quick by Destiny Software and Municode Meetings Solution, were asked to provide demonstrations of their products. Both systems performed well, but Municode seemed to be a better fit for the City. The City also has a long standing relationship with Municode and feel this is the best value for the City.
Notice of RFP #20148 was advertised in the Fort Worth Star Telegram and Public Purchase; it was distributed to 44 vendors, including three historically underutilized business (HUBs). There were no Grand Prairie vendors available for this commodity. Eight responses were received as shown on attachment A.
The award was based on best value criteria set up in the specification, including experience, references, price, past relationship with the city and other municipalities, if they were local, and other relevant criteria as listed in the specification.
Municode meets specifications and is recommended for award.
Financial Consideration
Funding for a price agreement for Agenda Management Software from Municode, is available in the FY 2020/2021 General Fund Budg...
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