Title
Web Based Contract Management Software and Support Services Contract - EXC 23-059 - Request for Award (Ordinance S-49916)
Description
Request to authorize the City Manager, or his designee, to enter into a contract with Askreply, Inc., DBA B2Gnow, to provide web based contract management software and support services for the Equal Opportunity Department. Further request to authorize the City Controller to disburse all funds related to this item. The total value of the contract will not exceed $181,362.
Report
Summary
This contract will provide web based contract management software and support services to be used by the Equal Opportunity Department (EOD). This software helps EOD manage the data intensive contracts and certification processes that are part of contract management as required by the United States Department of Transportation and Chapter 18. This software system supports diversity based contracting, certification, and outreach programs. The software provides for instant data retrieval from Disadvantaged Business Enterprise (DBE), Airport Concessionaire Disadvantaged Business Enterprise (ACDBE), and Small Business Enterprise (SBE) programs by North American Industry Classification Systems codes and work descriptions, which are essential for DBE and SBE goal setting.
This item has been reviewed and approved by the Information Technology Services Department.
Procurement Information
In accordance with Administrative Regulation 3.10, standard competition was waived as a result of an approved determination memo due to sole source. This software allows EOD to remain in compliance with the requirements associated with Title 49 of the Electronic Code of Federal Regulation, specifically Parts 23 and 26, under Subtitle A. The City of Phoenix is required by statute and federal regulations to maintain historical records for three full fiscal years. The city adopted this historical retention policy based upon Arizona state laws. EOD has determined that it would create an unnecessary obstacle in compliance to migrate to a different software system that will not contain any of the historical records necessary to manage the programs. EOD will continue to manage the DBE/ACDBE/SBE programs to ensure that federal, state, and local requirements are being met.
Contract Term
The contract will begin on or about Aug. 1, 2023, for a five-year term with no options to extend.
Financial Impact
The aggregate contract value will not exceed $181,362 for the five-year aggregate term. Funding is available in the Equal Opportunity Department's operating budget.
Department
Responsible Department
This item is submitted by Deputy City Manager Inger Erickson and the Equal Opportunity Department.