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File #: 22-0490    Version: 1 Name: Amendment to Agreement-CivicPlus-Add Chatbot Feature to Website
Type: Agreements/Contracts Status: Passed
File created: 6/6/2022 In control: City Commission
On agenda: 6/15/2022 Final action: 6/15/2022
Title: MOTION TO APPROVE THE AMENDMENT TO THE AGREEMENT BETWEEN CIVICPLUS, INC. (FORMERLY ICON ENTERPRISES, INC.), AND THE CITY OF PEMBROKE PINES TO ADD CIVICPLUS’ CHATBOT FEATURE TO THE CITY’S WEBSITE FOR AN AMOUNT NOT TO EXCEED $27,554.83, FOR AN INITIAL TWO YEAR PERIOD.
Sponsors: Technology Services Department
Attachments: 1. 1. CivicPlus LLC - Amendment to add Chatbot Subscription, 2. 2. CivicPlus_Chatbot_Fact_Sheet, 3. 3. CivicPlus Original Agreement and Renewals
Title

MOTION TO APPROVE THE AMENDMENT TO THE AGREEMENT BETWEEN CIVICPLUS, INC. (FORMERLY ICON ENTERPRISES, INC.), AND THE CITY OF PEMBROKE PINES TO ADD CIVICPLUS’ CHATBOT FEATURE TO THE CITY’S WEBSITE FOR AN AMOUNT NOT TO EXCEED $27,554.83, FOR AN INITIAL TWO YEAR PERIOD.

Summary Explanation and Background

PROCUREMENT PROCESS TAKEN:

- Chapter 35 of the City’s Code of Ordinances is titled “PROCUREMENT PROCEDURES, PUBLIC FUNDS.”

-  Section 35.15 defines a Request for Proposal as “A written solicitation for competitive sealed proposals with the title, date and hour of the public opening designated. A request for proposals shall include, but is not limited to, general information, functional or general specifications, a statement of work, proposal instruction and evaluation criteria.  All requests for proposals shall state the relative importance of price and any other evaluation criteria.  The city may engage in competitive negotiations with responsible proposers determined to be reasonably susceptible of being selected for award for the purpose of clarification to assure full understanding of and conformance to the solicitation requirements. Proposers shall be accorded fair and equal treatment with respect to any opportunity for discussion and revision of proposals and such revisions may be permitted after submissions and prior to award for the purpose of obtaining the best and final offer.”

-  Section 35.18 of the City's Code of Ordinances is titled "COMPETITIVE BIDDING OR COMPETITIVE PROPOSALS REQUIRED; EXCEPTIONS."

-  Section 35.18(A) states, "A purchase of or contracts for commodities or services that is estimated by the Chief Procurement Officer to cost more than $25,000 shall be based on sealed competitive solicitations as determined by the Chief Procurement Officer, except as specifically provided herein."

-  Section 35.19 of the City's Code of Ordinances is titled "SEALED COMPETITIVE BIDDING PROCEDURE."

-  Section 35.19(A) states, "All se...

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