Title
Ungerboeck Event Management System (Ordinance S-46585)
Description
Request to authorize the City Manager, or his designee, to enter into a contract with Ungerboeck Systems International Inc (USI) to purchase software licenses for event management software for the Phoenix Convention Center Department (PCCD). The agreement is for five years and the aggregate value of the contract will not exceed $680,000. Further request authorization for the City Controller to disburse all funds related to this item.
Report
Summary
USI is the leading convention industry event-management system application that PCCD invested in and aligned its business processes to. The application is critical to the operations of the Phoenix Convention Center, Symphony Hall and Orpheum Theatre. The system is used for all facets of the event booking and management process, from tracking sales leads to documenting detailed information on booked events including use dates, rented spaces, event plans and use agreements. Additionally, PCCD’s destination marketing partner, the Greater Phoenix Convention and Visitors Bureau, uses the application to access booking information.
The contract will include more than 200 user licenses and provide access to the software, management of the servers, operating systems, data backup, guaranteed uptime/availability, and features for mobile access. USI will be responsible for patching and upgrades to their program files, backup of our database, and maintenance of the server environment. The City will not be responsible for the security of public facing website. The aggregate value covers all of these services for the entire five year term.
This item has been reviewed and approved by the Information Technology Services Department.
Procurement Information
The recommendation is in accordance with City of Phoenix Administrative Regulation 3.10, following the Request for Agreement (RFA) procurement process.
Contract Term
The Contract term is for five years with no extension options.
Financial Impact
The annual cost of the contract is approximately $136,000 and the total budget will not exceed $680,000 over the life of the contract.
Funds are available in the Phoenix Convention Center's operating budget.
Department
Responsible Department
This item is submitted by Assistant City Manager Milton Dohoney, Jr. and the Phoenix Convention Center Department.