July 2, 2024
Information Technology
DATE: July 2, 2024
TO:
Mayor Martinez and Members of the City Council
FROM:
Sue Hartman, Director of IT
Subject:
Resolution confirming standing orders and outline
agreements for technology related on demand hardware,
software, and services from various vendors
FINANCIAL IMPACT: There is no fiscal impact resulting from adoption of this resolution. The proposed standing orders/outline
agreements are not a commitment to spend. Only pre-
approved adopted budget dollars can be used with these
certified vendors in accordance with procurement
policies.
PREVIOUS COUNCIL
ACTION:
Fiscal year 2000-2001 the Council authorized the
standing orders and outline agreements.
2019 – Council approved similar standing
orders/agreements
STATEMENT OF THE
ISSUE:
Confirming standing orders/outline agreements for on
demand technology related goods and services from
various vendors in support of essential City of Richmond hardware, software, and services, in an amount not to
exceed $750,000 per year per vendor for fiscal years
2024-2025 through 2027-2028.
RECOMMENDED ACTION:
ADOPT a resolution authorizing the Division of
Information Technology to use standing orders/outline
agreements for technology related goods and services
from pre-approved vendors in support of essential City of Richmond hardware, software, and services, in an
amount not to exceed $750,000 per year per vendor for
fiscal years 2024-2025 through 2027-2028 with review
AGENDA
REPORT
July 2, 2024
and approval from the City Attorney’s Office.
- Information Technology Department (Sue Hartman 620-
6874)
DISCUSSION:
The utilization of standing orders/outline agreements by the Information Technology Department began in the fiscal year 2000-2001. It is an effective way for the City to reduce costs and respond more quickly to service needs. The proposed vendors have been qualified for City-wide utilization for the purchase of technology related goods and services. Of the 41 responding vendors 17 have established a relationship with the City and have proven their ability to provide City standard and tested products; can provide resource capabilities that meet the City’s requirements; have experience with municipal environments and have proven high quality customer services. Establishing an upper spending limit for these standing orders/outline agreements prevents over expenditure by combined City-wide departmental usage. With these control mechanisms in place, the City can continue to be the recipient of optimum technology related goods and services at the lowest cost utilizing a pool of pre-approved vendors.
On May 24, 2024, the City issued a request for proposal (RFP) for on demand technology related hardware, software, and services. 2245 potential vendors were notified about the project. 41 registered vendors downloaded the RFP (Attachment 2).
On June 4, 2024, A team of 3 staff reviewed the responding vendor solutions. A total of 17 bid responses were reviewed of which the following vendors were responsive to the RFP and were selected. (Attachment 3)
July 2, 2024
Next Step:
IT staff is requesting approval of the resolution for hardware, software and services from these 17 responsive qualified vendors that have established a relationship with the City and have proven their ability to provide City standard and tested products; can provide resource capabilities that meet the City’s requirements; have experience with municipal environments and have proven high quality customer services.
DOCUMENTS ATTACHED:
Attachment 1 – Resolution
Attachment 2 – Request for Proposal
Attachment 3 – Bids Online Summary
Attachment 4 – Rating Matrix