Title
MOTION TO APPROVE THE FIRST AMENDMENT TO THE CITY’S MASTER SERVICES AGREEMENT WITH OPENGOV TO PURCHASE OPENGOV’S BUDGETING AND PLANNING SOFTWARE SUITE, WHICH INCLUDES THEIR COMMUNITY FEEDBACK, DASHBOARDS, FINANCIAL INTEGRATION, ONLINE BUDGET BOOK, REPORTING & ANALYTICS, STORY BUILDER, AND TRANSPARENCY FEATURES, FOR AN AMOUNT NOT TO EXCEED $136,202.40, FOR A PERIOD THROUGH SEPTEMBER 30, 2026, PURSUANT TO SECTION 35.18(C)(7) OF THE CITY’S CODE OF ORDINANCES.
Summary Explanation and Background
PROCUREMENT PROCESS TAKEN:
- Chapter 35 of the City’s Code of Ordinance is titled “PROCUREMENT PROCEDURES, PUBLIC FUNDS.”
- Section 35.18 of the City's Code of Ordinances is titled "COMPETITIVE BIDDING OR COMPETITIVE PROPOSALS REQUIRED; EXCEPTIONS."
- Section 35.18(C) states that "Only the following situations are exempt from the competitive bid and competitive proposal requirements of this section:"
- Section 35.18(C)(7)(h) states, “Copyrighted materials, including computer software;”
- Section 35.18(C)(7)(i) states, “Software licensing and maintenance with the company from which the software was purchased, or its authorized representative;”
- Section 35.21 of the City's Code of Ordinances is titled "AWARD OF CONTRACT."
- Section 35.21(A) of the City's Code of Ordinances is titled "City Commission approval.
- Section 35.21(A)(1) states, "An initial purchase of, or contract for, commodities or services, in excess of $25,000, shall require the approval of the City Commission, regardless of whether the competitive bidding or competitive proposal procedures were followed."
- Section 35.28(B) states that "Notwithstanding the provisions of (A) above, the City Manager is not authorized to approve a change order without authorization of the City Commission where the initial purchase required the City Commission's approval and where the sum of all change orders issued under the contract exceeds 5% of the original contract amount or $25,000."
SUMMARY EXPLANATION AND BACKGROUND:
1. On March 20, 2024, the City Commission approved entering into a Master Services Agreement with OpenGov for the provision of OpenGov’s eProcurement software suite, in the amount not to exceed $134,912.07. The agreement was executed by the parties on March 28, 2024, for a period which will expire on September 30, 2026. In addition, the agreement may be renewed for two additional three-year terms, subject to written consent of the parties.
2. For the last twenty-seven (27) years, the City's Finance Department has received the Government Finance Officers Association Distinguished Budget Presentation Award. In order to qualify for this award, the City's budget document is vigorously judged in several categories including meeting program criteria as a policy document, as an operational guide, and as a communications device. While we intend to pursue and proudly receive this award annually, technology has advanced and there are new ways for us to improve the way we communicate the budget document to our residents and stakeholders.
3. Currently, the Finance Department uses an in-house application to capture and store content for its budget book. Additionally, Microsoft applications are employed to create tables and charts for the budget book, which is ultimately produced into a static PDF document with over 500 pages and posted online. By procuring OpenGov’s budget bundle, the City will improve the transparency and communication of its budget and strategic plans through a range of functionalities such as:
• Creation of a digital budget book with interactive charts and graphs.
• An online interactive Strategic Plan with status updates.
• The ability to generate various types of interactive digital reports which can be translated to over 100 languages/dialects with just a drop-down menu selection.
• Allows for citizen engagement through surveys and feedback.
• Integration with our Tyler ERP system through a file exchange
4. OpenGov currently has over 2,000 clients nationally, including over 100 in the state of Florida, as well as a current existing partnership with the City through the eProcurement software suite. Some of OpenGov’s Budget and Performance customers, in Florida, include Deerfield Beach, Pompano Beach, Homestead, Tampa, St. Cloud, Clermont, Sanibel, Palm Beach Gardens, Port St. Lucie, Clearwater, Sarasota, Bartow, Martin County, Apopka, St. Augustine, Sunny Isles Beach, Hallandale Beach, Deltona, Pasco County, Hernando County, Coral Springs, Escambia County, Santa Rosa County, Walton County, Panama City. Links to sample websites are provided in Attachment Number 6.
5. The Finance Department held discussions and demonstrations with the City of Pompano Beach, City of Port St. Lucie, and Pasco County regarding their experience with implementation of OpenGov’s applications. All were very satisfied with the implementation and use of the technology. The Finance Department also reviewed other software providers and found OpenGov to be the best option for the City at this time. OpenGov also provides additional modules that can be added, which will allow for the future expansion of service capabilities, such as the full end-to-end budget suite and their Capital Improvement Program (CIP) module.
6. OpenGov’s software also has access to open data sources from outside agencies like the FBI, the Census Bureau, and the Broward County Supervisor of Elections, and can easily use data from these sources to create different graphs and comparisons.
7. The City administration and OpenGov negotiated the first amendment to the master services agreement previously approved by the City Commission on March 20, 2024. The first amendment adds the OpenGov’s Budget and Planning Suite and will commence on January 31, 2025, through September 30, 2026, with the following additional costs:
• $29,702.40 for Professional Services related to the initial implementation.
• $42,600.00 for Software Fees Pro-rated from Jan. 31, 2025, through Sept. 30, 2025.
• $63,900.00 for Software Fees from Oct. 1, 2025, through Sept. 30, 2026.
8. The Annual Software Subscription includes ongoing support and maintenance (all hosting, patches, upgrades, and enhancements) for OpenGov Cloud Budget Book and Reporting - Unlimited Users, Data Storage, and Reports.
9. Request the City Commission approve the first amendment to the City’s Master Services Agreement with OpenGov to purchase OpenGov's Budgeting and Planning Software Suite, which includes their Community Feedback, Dashboards, Financial Integration, Online Budget Book, Reporting & Analytics, Story Builder, and Transparency features, for an amount not to exceed $136,202.40, for a period through September 30, 2026, pursuant to section 35.18(C)(7) of the City's Code of Ordinances.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: $136,202.40 for the Budget Book Bundle for a period through September 30, 2026.
b) Amount budgeted for this item in Account No: Funds are available in account # 001-519-2001-552652-0000-000-0000- (Non-capital Software & License)
c) Source of funding for difference, if not fully budgeted: Not Applicable.
d) 5-year projection of the operational cost of the project: $136,202.40 for a period through September 30, 2026:
|
|
Current FY |
Year 2 |
Year 3 |
Year 4 |
Year 5 |
|
Revenue |
N/A |
N/A |
N/A |
N/A |
N/A |
|
Expenditure |
$ 72,302.40 |
$ 63,900.00 |
N/A |
N/A |
N/A |
|
Net Cost |
$ 72,302.40 |
$ 63,900.00 |
N/A |
N/A |
N/A |
e) Detail of additional staff requirements: Not Applicable.
FEASIBILITY REVIEW:
A feasibility review is required for the award, renewal and/or expiration of all function sourcing contracts. This analysis is to determine the financial effectiveness of function sourcing services.
a) Was a Feasibility Review/Cost Analysis of Out-Sourcing vs. In-House Labor Conducted for this service? Not Applicable.
b) If Yes, what is the total cost or total savings of utilizing Out-Sourcing vs. In-House Labor for this service? Not Applicable.