CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Waive the applicable provisions of the Naperville Procurement Code and award Procurement 18-082, Emergency Mass Notification System, to Everbridge for an amount not to exceed $92,610 and for a three-year term. (Requires six positive votes)
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DEPARTMENT: City Manager’s Office
SUBMITTED BY: Linda LaCloche, Communications Manager
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
In April 2013, the City Manager approved the award of RFP 13-060, Emergency Mass Notification System, to Everbridge for a three-year term, with two, one-year options to extend the contract. Now known as Naper Notify, the notification system is used to communicate with residents, businesses and city staff for both emergency and routine notifications. The system allows the City to communicate using multiple pathways including phone, SMS, email, fax TTY, text and pager.
Following completion of the original three-year term, the City Manager approved the first and second one-year extensions in March 2016 and March 2017. The second and final extension ends April 30, 2018.
DISCUSSION:
Waiver of Section 1-9B-4 (Methods of Source Selection) of the Naperville Code is required because the recommended process is not one of the enumerated methods under the Code.
As indicated above, there are no extensions remaining on this contract. At the end of a contract, it is standard for a new procurement to be advertised for the service. However, staff recommends continuing to use the Everbridge system rather than advertising a new RFP. Since the launch of Naper Notify in November of 2013, the system has proven to be a useful communication tool for community information as well as emergency information. Additionally, the City has built up its customer base to over 19,000 opt-in users due to the successful marketing and use of the system. These successes could be derailed by the implementation of a new notification system.
Everbridge has agreed to maintain the current annual cost of $30,870 for the three-year extension from May 1, 2018 through April 30, 2021.
FISCAL IMPACT:
CIP #: N/A
The Mass Notification System is expensed to the software and hardware maintenance account listed below. A total of $32,000 is budgeted for Naper Notify in CY2018. The remainder of this agreement will be budgeted appropriately in CY2019 and CY2020.
|
Account Number |
Fund Description |
Total Budget Amount |
|
11391100-531312 |
General Fund |
$92,580 |