Title
Contract for Email Public Communications Solution (Ordinance S-44340)
Description
Request authorization for the City Manager, or his designee, to enter into an agreement with Fig Leaf Software Inc. for a hosted email public communications solution in an amount not to exceed $711,450 over a term of five years. Further request authorization for the City Controller to disburse all funds related to this item.
Report
Summary
The City currently uses an outdated email public communications product to communicate with residents, constituents, businesses, and employment applicants. The current solution no longer meets the communication needs of the City and the community’s desires to receive more useful information from the City. The proposed new email public communications software is a hosted solution, standardizes the technology to be used by all departments, includes communication tools that deliver dynamic and engaging content to recipients, and provides important analytics that can improve the way the City interacts with the community. The new email public communications solution will be available for departments throughout the City who communicate en masse to members of the public, and will also be useful to communicate internally.
Procurement Information
In June, 2017, the Information Technology Services Department issued a Request for Proposals for a comprehensive solution for efficient and effective notifications to the public. Seven firms responded. The panel evaluated the responses based on business experience, qualifications, and references; method of approach; total cost; and project team organizational structure and experience. The panel recommended the top four responders to move forward in the process, and provide presentations. The panel then selected the top two vendors to work with staff to provide a proof of concept in the City's actual technology and business environment. In November 2017, Best and Final Offers (BAFO) were solicited from both finalists. Based on the results of the BAFO, Fig Leaf Software Inc. was selected as the most responsible, responsive, and affordable offeror.
Contract Term
The contract term is for five years, beginning on or about March 26, 2018 and ending on or about March 25, 2023.
Financial Impact
The total cost over the contract term is an amount not to exceed $711,450. After implementation costs during the first year, the total annual amount for the following four years is expected to be $124,000. Funds are available in the Information Technology Services Department's operating budget.
Department
Responsible Department
This item is submitted by Deputy City Manager Mario Paniagua and the Information Technology Services Department.