From
Angi Mize
Title
Annual Agreement for Laserfiche Avante Records Management System maintenance services from MCCi, LLC through a national inter-local agreement with Buyboard at an estimated annual cost of $23,613.80 for one year with the option to renew for ----two additional one year periods totaling $70,841.40 if all extensions are exercised and authorize the City Manager to execute the renewal options so long as sufficient funding is appropriated by the City Council to satisfy the City’s obligation during the renewal terms
Presenter
Angi Mize, Sr. Buyer
Recommended Action
Approve
Analysis
On January 9, 2018; Council awarded a contract to MCCi, LLC to convert from Laserfiche Classic to Laserfiche Avante, and for annual maintenance services. The contract between Buyboard and MCCi, LLC expired in November. The City would like to line up our agreement to match their new Buyboard contract for continued annual maintenance services through November 30, 2023.
Chapter 271.102 of the Local Government Code authorizes local governments to participate in a cooperative purchasing program with another local government or local cooperative organization. In lieu of competitive bidding, items and services may be purchased through such agreements as the agreements have already been bid by the sponsoring entity or agency. The City of Grand Prairie has master inter-local cooperative agreements with various entities including Buyboard.
The BuyBoard is able to save money by pooling the impressive purchasing power of their members, which include hundreds of school districts, municipalities, counties, other local governments, and nonprofits across Texas. They use the power of numbers as leverage to get better prices with the same vendors we use now.
The Buyboard contract #625-20 with MCCi, LLC began December 1, 2020 and will expire November 30, 2021, with two one-year extensions.
Financial Consideration
Funds are available in FY 2020/2021 General Fund (15110-63165) for IT Admin/ Computer Software Maintenance and 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.