TO:
Honorable Mayor and Members of the City Council
THROUGH:
Mark Danaj, City Manager
FROM:
Bruce Moe, Finance Director
Gwen Eng, Purchasing Manager
SUBJECT:Title
Three-Year Contract with BidSync to Provide eProcurement Services (Total Cost of $28,050) (Finance Director Moe).
APPROVE
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Recommended Action
RECOMMENDATION:
Staff recommends that the City Council approve a three-year contract with BidSync to provide eProcurement services, maintenance and support in the amount of $28,050.
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FISCAL IMPLICATIONS:
The first year cost of this service is $11,050. This amount includes a $5,000 base cost, $2,550 implementation fee and a 10 percent fee based on the City's resident population ($3,500). Years two and three will cost $8,500 each (base cost plus per capita charge).
BACKGROUND:
The City purchases approximately $5.1 million in goods, materials, and services each year (this excludes capital improvements). These purchases range from office supplies and vehicles to computer equipment and professional services. Open and competitive bidding, advertising of solicitations and reporting of all expenditures is fundamental to the public procurement process. Modern procurement practices leverage the Internet to access a greater number of suppliers and facilitate solicitation and submission of quotations and proposals.
DISCUSSION:
Staff reviewed the City's purchasing processes and procedures with an eye towards improving efficiency, maximizing the value of staff time used to obtain bids and proposals, as well as offering greater transparency for vendors desiring to do business with the City.
Through this process, staff determined that a cloud-based eProcurement solution that facilitates on-line solicitations in a centralized location, and ensures all suppliers receive the same communications regarding solicitations, would enhance current outreach efforts. This system would...
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