From
Amy Sprinkles, Marketing and Communications Director
Title
Agreement for Website Forms/Applications from OpenCities, Inc. in an annually recurring amount of $12,250 through a Master Inter Local Agreement with the City of Fort Worth for one year with the option to renew for four additional one-year periods; 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
Amy Sprinkles, Marketing and Communications Director
Recommended Action
Approve
Analysis
Our website lacks a consistent Forms/application functionality. Forms transform static PDFs to into simple, interactive online forms and services, like bookings, payments, permits, applications, questionnaires, service requests, registrations, and more. Several vendors, or custom code, provides what we do offer. It is time for a unified, consistent, simple solution, which is being predicated by adding Prairie Paws online adoptions due to COVID-19.
Our existing website provider does not offer a solution that meets our needs. So while staff searched for solutions, we began using FormStack as a stop gap. Staff researched several options, and preferred the ease, flexibility, adaptability, mobility and functionality of OpenCities, a government website provider, OpenForms module.
With the addition of Prairie Paws online adoptions, we have to bump up to highest level with FormStack, at $8,000 a year. We much prefer OpenCities’ OpenForms, which is a much more rich, robust, easy, varied and limitless solution, at a cost of $12,250 a year.
Because the city of Fort Worth recently switched its website provider to OpenCities, including OpenForms, we can purchase via an inter local agreement. OpenForms will cost us $12,250 a year and is unlimited in the number of forms we can create, users, submissions and storage.
State purchasing laws, Government Code, Chapter 271.102 authorize local governments to enter into joint contacts and cooperative agreements for the performance of governmental functions normally associated with the operation of government such as purchasing necessary materials and supplies.
The City approved a Master Inter Local agreement with the City of Fort Worth whereby the City could make use of all of that entities agreement(s). This communication is to notify the Council that staff would like to make use of this particular agreement and enter into an annual contract with OpenCities, Inc. for website content management software and services for an initial one-year term with four additional one-year renewals.
City of Fort Worth's Contract No. 52796 was effective September 13, 2019 and shall terminate September 30, 2020 with four available renewal options remaining.
Financial Consideration
Funds are available in FY 2019/2020 General Fund Budget, Marketing (171010-61065) and in the IT Capital Projects Fund (153210) WO #02001103( FY20 IT Application Services) (68420) will be charged accordingly on orders through the end of the current fiscal year. Funding for future fiscal years will be paid from that year’s approved budgets.