CC MEETING: June 25, 2024
DATE: June 11, 2024
TO: Erin Rinehart, City Manager
FROM: Melissa Everett, Finance Director
Chrystal Davis, Assistant City Manager
Title
Consider Approval Of Amendment 1 To The Master License And Services Agreement With Ion Wave Technologies, LLC To Add Four (4), One (1) Year Renewals In An Amount Not To Exceed $27,000 Annually, For A Total Contract Amount Not to Exceed $208,000.
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BACKGROUND:
The Purchasing Division contracted with Ion Wave Technologies, LLC, through the Choice Partners purchasing cooperative, for electronic bidding, evaluation and contract module software. The Purchasing Division uses this software to identify and register suppliers of various services, solicit and receive bid proposals, evaluate bids received, and manage contracts awarded through the bid process. Ultimately, this software helps the City centralize and modernize its bidding processes, while being a valuable tool in providing transparency and accountability of those processes.
The current master license and services agreement was entered into in 2020 for an initial 5-year term for a total of $100,000. The original contract will expire in May 2025 and this amendment will extend the agreement for four (4), one (1) year terms. The decision to extend the contract now versus waiting until May 2025 is to ensure better year-over-year pricing with a 5% increase at the start of the extension term and a 3% increase each year for the remaining renewals. If we wait until May 2025, the initial term increase would be 11% with a 5% increase for each renewal term. The extension includes continued access to our bidding, evaluation and contracting modules and five (5) user licenses until May 2029.
FINANCIAL IMPLICATIONS:
The services will be purchased from budgeted funds for the cost center and amount as listed below.
COST CENTER LINE ITEM BUDGET AMOUNT
145001 61805 $27,000
IMPACT ON COMMUNITY SUSTAINABILITY:
This project support...
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