TRANSMITTAL LETTER FOR BOARD MEETING OF SEPTEMBER 5, 2024
COMMITTEE ON PROCUREMENT
Mr. Brian A. Perkovich, Executive Director
Title
Authority to advertise Contract 24-RFP-14, Agenda Management Solution for a five-year period, estimated cost $300,000.00, Accounts 101-27000-612820 and 101-40000-612430 Requisition 1623606
Body
Dear Sir:
Request for Proposal (RFP) documents have been prepared for an Agenda Management Solution, at the request of the Finance department. The contract will begin on July 1, 2025, for a five-year period, for a completely integrated workflow and agenda management solution to manage, track, organize, compile, and report the board meeting process.
The purpose of this RFP is to select a qualified vendor to provide a hosted agenda management solution to automate all aspects of the legislative process. The District currently utilizes an agenda management solution that offers live board meeting management and creation of agenda and post-meeting minutes. The contract expires June 30, 2025. The Clerk’s office is seeking a cost effective and updated approach to streamline the agenda management process.
The estimated cost for this RFP is $300,000.00. The estimated 2025 expenditure is $140,000.00, and the estimated expenditure for years 2026, 2027, 2028, and 2029 is $40,000.00 each year, respectively.
A bid deposit is not required for this RFP.
The Diversity Section reviewed the request for proposal and concluded that Affirmative Action Ordinance Revised Appendix A and the Appendix V goals will not be included because services do not provide practical opportunities for direct or indirect subcontracting.
The tentative schedule for this contract is as follows:
Advertise September 25, 2024
Proposals Received October 25, 2024
Award February 6, 2025
Completion June 30, 2030
Funds for the years 2025, 2026, 2027, 2028 and 2029 are contingent on the Board of Commissioners’ approval of the District’s budget for that year.
Requested, Jacqueline Torres, Clerk/Director of Finance, JT:kj
Recommended, Darlene A. LoCascio, Director of Procurement and Materials Management
Respectfully Submitted, Marcelino Garcia, Chairman Committee on Procurement
Disposition of this agenda item will be documented in the official Regular Board Meeting Minutes of the Board of Commissioners for September 5, 2024
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