TRANSMITTAL LETTER FOR BOARD MEETING OF MAY 4, 2023
COMMITTEE ON PROCUREMENT
Mr. Brian A. Perkovich, Executive Director
Title
Issue purchase order and enter into an agreement for Contract 21-RFP-13, Procure a Public Sector Budget System with Questica LTD, in an amount not to exceed $1,523,348.00, Accounts 101-15000-612430 and 101-15000-612820, Requisition 1569397
Body
Dear Sir:
Authorization is requested to issue a purchase order and enter into an agreement with Questica LTD to procure a Public Sector Budget System for the District.
On July 27, 2022, Contract 21-RFP-13, Procure a Public Sector Budget System was publicly advertised. On August 26, 2022, the District received six (6) responsive proposals from the following vendors: Affinity Global Solutions, Clarity Partners, llLLC, ClearGov, Inc., OpenGov, Questica LTD, and TruGov Consulting.
The proposals were evaluated by staff from General Administration, Engineering, Human Resources, Information Technology, Maintenance and Operations, Monitoring and Research, and Procurement and Materials Management departments. The criteria for these evaluations were outlined in Request for Proposal 21-RFP-13 and included: understanding of the project, approach to work, technical competence, proposer’s background and experience, financial stability, compliance with insurance and licensure requirements, and cost. One firm has been eliminated as a result of the initial round of review. It was agreed by the evaluation team that their solution didn’t adequately meet the District’s needs.
Following the preliminary evaluation of proposals, excluding cost, five out of six proposers were deemed to be finalists and were invited to interviews conducted on Wednesday, February 22, 2023, Thursday, February 23, 2023, and Monday, February 27, 2023. On March 16, 2023, a solicitation was sent to the finalists requesting an unqualified “best and final” offer. The “best and final” offers were returned to the Director of Procurement and Materials Management on March 24, 2023.
Based on the evaluation of proposals, finalist interviews, and pricing, the evaluation team recommends Questica LTD, as the selected vendor. Questica LTD is a provider of a cloud-based budgeting software to the public sector. The proposal includes capital and operating budget modules, as well as internal and external dashboarding on financial and non-financial data with key performance indicators. The operating budget module includes position, salary, and benefit planning, what-if scenarios, and performance management.
The Diversity Section reviewed the request for proposal and concluded that the contract did not provide practical opportunities for subcontracting. Therefore, Appendix A and Appendix V was not included.
In view of the foregoing, it is requested that the Director of Procurement and Materials Management be authorized to issue a purchase order and enter into an agreement with Questica LTD in the amount of $1,523,348.00.
Funds for the estimated 2023 expenditure in the amount of $518,038.00 are available in Accounts 101-15000-612430 and 101-15000-612820. The estimated expenditures of $233,244.00, $244,906.00, $257,151.00, and $270,009.00 for budget years 2024 through 2027 in Account 101-15000-612820 are contingent on the Board of Commissioners’ approval of the District’s budget for those years.
Requested, Shellie A. Riedle, Administrative Services Officer, IG
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 May 4, 2023
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