Title
Public Records Request System (Citywide) - Requirements Contract (Ordinance S-48022)
Description
Request to authorize the City Manager, or his designee, to enter into an agreement with GovQA, LLC to purchase a Public Records Request Software as a Service (SaaS) solution to be used Citywide (excluding the Fire, Police, and Municipal Court departments). The aggregate contract value will not exceed $221,000. Further request to authorize the City Controller to disburse all funds related to this item.
Report
Summary
The Communications Office manages more than 10,000 public records requests annually for 29 City departments, excluding the Fire, Police, and Municipal Court departments. The City's current, in-house public records request solution does not meet the business needs and security standards for the growing number of requests. The GovQA solution is a modern, enterprise solution which will allow residents to securely submit public records requests and provides secure end-to-end workflows and user-based roles for staff fulfilling the requests. The new solution provides risk reduction, improves efficiency and includes robust reporting. GovQA, LLC will provide a cloud-based SaaS solution ensuring security, transparency and flexibility.
The Information Technology Services Department (ITS) and Communications Office evaluated the current business needs related to public records request fulfillment and identified that a SaaS solution would be advantageous for the City. The departments collaborated on a competitive Request for Proposals (RFP) process.
Procurement Information
ITS RFP 21-001 was conducted in accordance with Administrative Regulation 3.10. The Notice of Solicitation was emailed to more than 800 suppliers registered in ProcurePHX and was publicly posted and available for download from the City's website. ITS received 12 offers; five were deemed non-responsive. The offers were scored based on the following criteria (1,000 points maximum):
- Requirements 0-400 Points;
- Pricing 0-350 Points;
- Qualifications, Experience, and References 0-150 Points; and
- Method of Approach 0-100 Points.
The evaluation committee short-listed three firms who were invited to participate in presentations. Once presentations concluded, the evaluation committee reconvened and a consensus was reached to move forward with a Best and Final Offer (BAFO). After the BAFO process, it was the consensus of the evaluation committee to recommend awarding the contract to GovQA, LLC.
The scores of short-listed firms were as follows:
- GovQA, LLC 748 Points;
- Autocene 730 Points; and
- Armedia 584 Points.
The Communications Office Director and the Chief Information Officer recommend the offer from GovQA be accepted as the highest-scored, responsive and responsible offer that is most advantageous to the City.
Contract Term
The five-year contract term will begin on or about Nov. 1, 2021.
Financial Impact
The aggregate contract value will not exceed $221,000, including applicable taxes. The estimated annual expenditure is $44,000 with an aggregate value of $221,000. The funds are available in the Communications Office's operating budget.
Department
Responsible Department
This item is submitted by Deputy City Manager Toni Maccarone and the Communications Office and Information Technology Services departments.