(November 19, 2024)
Information Technology
DATE: November 19, 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.
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 $500,000 per year per vendor for fiscal years
2024-2025 through 2028-2029.
RECOMMENDED ACTION:
ADOPT a resolution authorizing the Department of
Information Technology to use standing orders/outline
agreements for technology related goods and services
from nine pre-approved vendors in support of essential
City of Richmond hardware, software, and services, in an amount not to exceed $500,000 per year per vendor for
Fiscal Years 2024-2025 through 2028-2029 with review
and approval of such agreements from City Attorney’s
AGENDA
REPORT
(November 19, 2024)
Office - Information Technology Department (Sue
Hartman 510-620-6874).
DISCUSSION:
The utilization of standing orders/outline agreements by the Information Technology Department began in 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. Establishing an upper spending limit for these standing orders/outline agreements prevents over expenditures 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. Two thousand, two hundred and forty-five (2,245) potential vendors were notified about the RFP. Forty-one (41) registered vendors downloaded the RFP (Attachment 2). On September 23, 2024, a team of four staff reviewed the nine responding vendor solutions.
Five of the responding vendors already provide products and services to the City of Richmond and have proven their ability to perform. The remaining four have demonstrated their products and services to the satisfaction of the I.T. Department staff rating their responses.
The criteria used to qualify the nine (9) responsive vendors included:
(1) proven ability to provide City standard certified and tested products and services (2) ability to provide staffing and resources that meets the City’s needs (3) experience working within a municipal/public safety environment (4) ability to provide high quality customer service
(5) cost effectiveness
Each criteria had a possible rating of zero (0) to twenty (20) points for a total possible one hundred (100) points. A total of nine (9) bid responses were reviewed and selected.
The following vendors were responsive to the RFP and received greater than eighty (80) points each. (Attachment 3).
(November 19, 2024)
The Information Technology staff recommends adoption of a resolution to use standing orders/outline agreements for technology related goods and services from nine pre- approved vendors for hardware, software, and services, in an amount not to exceed $500,000 per year per vendor for fiscal years 2024-2025 through 2028-2029 with review and approval of such agreements from the City Attorney’s Office (Attachment 1).
DOCUMENTS ATTACHED:
Attachment 1 – Resolution
Attachment 2 – Request for Proposal
Attachment 3 – Bidders Score Sheets