CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
title
Approve the award of Cooperative Procurement 25-215, OpenGov e-Procurement Software, to Vertosoft, LLC for an amount not to exceed $328,250.07 and for a 41-month term
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DEPARTMENT: Finance Department
SUBMITTED BY: Raymond Munch, Director
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
The City began using DemandStar as its e-procurement software provider in 2000. However, the functionality of the solution is not as robust as compared to other e-procurement software solutions on the market. The Procurement Team processes a large volume of work and is currently using a variety of systems, including DemandStar, Tyler EERP, Outlook, Excel, One Note and SharePoint, which create inef?ciencies in the solicitation process and missed opportunities for department engagement and contract management.
DISCUSSION:
Staff from the Finance and IT Departments evaluated several e-procurement platforms and determined that OpenGov was the best fit for the City due to the following:
* Increased visibility with access to city solicitations, realizing a potential increase in competition and volume of submissions.
* Contract renewals can be set up for automatic reminder messaging to avoid missed opportunities for contract renewal and contract compliance.
* Reduction of staff time spent on manual tasks
* Increase in efficiency
* Replacement of the manual processes of utilizing email, Excel and OneNote
* Solicitation development with templates and automated workflow
* Leverage a single platform that provides contract visibility
* Request management - departments can request to process a solicitation through the software instead of by email
* Solicitation development library for Procurement Officers to search for similar solicitation documents across the OpenGov platform
* Contract signatures - processing contract signatures through DocuSign
* Ensure timely contract renewals for contract compliance
OpenGov is a single software syst...
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