Title
(CONTINUED FROM OCT. 3, 2018) - Public Communications Email System - Replace Implementation Vendor (Ordinance S-45038)
Description
Request to authorize the City Manager, or his designee, to enter into an agreement with Hub Spot, Inc. for a hosted public communications email solution, replacing Fig Leaf Software, the original vendor approved by City Council on March 21, 2018. The funding amount will not exceed $700,000 over a five-year period, and replaces the $711,450.00 that was approved by City Council on March, 21, 2018. Further request authorization for the City Controller to disburse all funds related to this item.
Report
Summary
The City's current listserv email solution for communicating with large groups is more than 20 years old and is limited and cumbersome for users. It no longer meets the communication needs of the City's and community’s desires to receive more useful information in an easy-to-read format. The Hub Spot 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 public communications solution will be available for departments throughout the City who communicate en masse to residents, constituents, businesses, and employment applicants. It also will be useful for internal communications.
Procurement Information
On June 22, 2017, the Information Technology Services Department issued a Request for Proposals (RFP) for a comprehensive solution for notifications to the public. Seven firms responded. 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. Their successful offer was to implement and provide training on the Hub Spot hosted software solution.
On March 21, 2018, the City Council authorized entering into a contract with Fig Leaf Software, Inc. to implement the Hub Spot solution. On April 1, 2018 staff began working with Fig Leaf, Inc. on finalizing the contract and kicking off the implementation project. On May 7, 2018, Fig Leaf, Inc. communicated concerns that they would no longer be able to provide the services they offered in the RFP because the company had undergone ownership changes in early 2018, and the new leadership no longer felt they could provide what they had offered. Staff attempted to work with the company until July 2, 2018, when Fig Leaf, Inc. withdrew from the process.
Information Technology Services staff, in consultation with the Law Department, reviewed options for moving forward to implement the much-needed communications solution. It was determined that Hub Spot, Inc., the company that owns the software that was selected by the RFP panel, could provide the implementation and training services that were offered by Fig Leaf, Inc. This request is to enter into a contract directly with Hub Spot, Inc. for initial implementation and training services, and then for ongoing license and maintenance costs for the software solution. A special circumstance determination memo has been approved for this agreement.
Contract Term
The term of the agreement for implementation and training services, and first-year license and maintenance, is for one year, beginning on or about Oct. 1, 2018. Ongoing annual license and maintenance for the software solution will continue while the solution remains in use.
Financial Impact
This request is for implementation costs and five years of license and maintenance costs, for an amount not to exceed $700,000 over five years. This funding amount replaces, and is not in addition to, the $711,450 that was approved by City Council on March 21, 2018 for Fig Leaf Software, Inc. Funds are available in the Information Technology Services Department's budget.
Department
Responsible Department
This item is submitted by Acting Deputy City Manager Toni Maccarone and the Information Technology Services Department.