Department
Information Technology
Requested Action (Identify appropriate Action or Motion, purpose, cost, timeframe, etc.)
title
Request approval to award a contract without competition - Department of Information Technology, 19RFP3152019K-DJ, Agenda Management System with Carahsoft Technology Corporation (Reston, VA) in an amount not to exceed $267,200.35 to provide licenses and professional services required to upgrade the existing agenda management system. Effective upon BOC approval until final acceptance of project deliverables and milestones. (HELD ON 1/24/24 AND 2/7/24) (APPROVED)
body
Requirement for Board Action (Cite specific Board policy, statute or code requirement)
In accordance with Purchasing Code Section 102-384, after conducting a good faith review, and the Purchasing Department has determined that there is only one source available for the required supply, service, or construction item, the request shall be forwarded to the Board of Commissioners for approval.
Strategic Priority Area related to this item (If yes, note strategic priority area below)
Open and Responsible Government
Commission Districts Affected
All Districts ☒
District 1 ☐
District 2 ☐
District 3 ☐
District 4 ☐
District 5 ☐
District 6 ☐
Is this a purchasing item?
Yes
Summary & Background: Fulton County currently utilizes Granicus’ Legistar platform as its agenda management software system to prepare, store and archive BOC agendas and meeting information. Granicus is a cloud-based application platform for Document Management, Agenda and Minutes Automation (electronic document repository).
Scope of Work: The County has chosen to upgrade its existing agenda platform from Legistar to OneMeeting with Swagit streaming. Granicus provides multiple agenda platforms under the gov Meetings platform. This upgrade provides a comprehensive, end-to-end, organization-wide agenda automation and legislative history software system. One Meeting will accommodate the County’s needs for flexibility, innovation, and greater transparency for citizens.
Pursuant to Purchasing Code Section 102-384, this request meets the following category permitted as basis for conditions allowing the award of a contract without competition:
(4) When necessary to maintain compatibility with existing equipment or systems, only specified makes and models of technical equipment, software, and any parts will satisfy the County's needs for additional units or replacement items, and only one source is available.
Business objectives to be achieved by this solution include the implementation of Granicus Modules in support of the client legislative needs: Configuration of the modules; Training; Swagit Onsite Installation; Go Live; Continued support
In accordance with County Purchasing Code Section 102-386 regarding intellectual property, the anticipated useful life of the intellectual property is a minimum of 10 years and the anticipated annual cost for maintenance and support, service agreement, licensing fees in order to maintain the intellectual property over its useful life is estimated to be $180,000.00 annually.
Community Impact: There is no impact to the community.
Department Recommendation: The Department recommends approval.
Project Implications: None.
Community Issues/Concerns: None.
Department Issues/Concerns: None.
Contract Modification: This is a new request.
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CURRENT CONTRACT HISTORY |
Boc item |
Date |
DOLLAR AMOUNT |
|
Original Award Amount |
19-0968 |
11/20/19 |
$127,153.92 |
|
Amendment No. 1 |
|
|
$267,200.35 |
|
Total Revised Amount |
|
|
$394,354.27 |
Contract & Compliance Information (Provide Contractor and Subcontractor details.)
Contract Value: $267,200.35
Prime Vendor: Carahsoft Technology Corporation
Prime Status: Non-Minority
Location: Reston, VA
County: Fairfax County
Prime Value: $267,200.35 or 100.00%
Total Contract Value: $267,200.35 or 100.00%
Total Certified Value: $0.00 or 0.00%
Exhibits Attached
Exhibit 1: Statement of Work
Exhibit 2: Cost Proposal
Contact Information (Type Name, Title, Agency and Phone)
title
Kevin Kerrigan, Chief Information Officer, Information Technology, 404-612-0057
Contract Attached
title
Yes
Previous Contracts
title
Yes
Total Contract Value
|
Original Approved Amount: |
$127,153.92 |
|
Previous Adjustments: |
$0.00 |
|
This Request: |
$267,200.35 |
|
TOTAL: |
$394,354.27 |
Grant Information Summary
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Amount Requested: |
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☐ |
Cash |
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Match Required: |
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☐ |
In-Kind |
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Start Date: |
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☐ |
Approval to Award |
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End Date: |
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☐ |
Apply & Accept |
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Match Account $: |
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Fiscal Impact / Funding Source
Funding Line 1:
500-220-2200-H003, Capital, Information Technology, $267,200.35
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Key Contract Terms |
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Start Date: Upon issuance of Notice to Proceed |
End Date: Upon Final Acceptance |
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Cost Adjustment: |
Renewal/Extension Terms: |
Overall Contractor Performance Rating:
Would you select/recommend this vendor again?
Choose an item.
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Report Period Start: |
Report Period End: |
|
7/1/2023 |
9/30/2023 |