Title
Contract for Email Citizen Engagement System (Ordinance S-45898)
Description
Request authorization for the City Manager, or his designee, to enter into a contract with Synchronous Technologies Group, Inc. dba GreenRope LLC, for a new enterprise-wide email marketing solution in an amount not to exceed $1,100,000 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 is using a nearly 15-year-old email marketing product to communicate with residents, business partners, media and other constituents. The current system resides on aging, stand-alone hardware, is cumbersome to use, and requires users to understand coding in order to process simple operations and requests. This is the City's only system to provide resident communications from city departments and the Mayor and City Council offices. The system is used for sending messages to residents such as weekly job postings from the Human Resources Department, Parks and Recreation Department class registration, Library Department reading programs and other library services, and distribution of news releases and other City information to the media and the public.
The current solution no longer meets the needs of the City and significantly limits the City's ability to communicate and deliver information to its residents in the format they desire. The proposed new email marketing system is a hosted solution, which standardizes the technology to be used by all departments. It also includes efficient and effective communication tools that deliver better dynamic and engaging content to recipients, and provides important analytics that can help improve the way the City interacts with the community.
Procurement Information
On Dec. 13, 2018, the Information Technology Services Department conducted a Request for Proposals, RFP ITS 18-707, in accordance with Administrative Regulation 3.10 for a qualified proposer to provide a Citizen Engagement System that would be a comprehensive solution for efficient and effective communications to the public. Nine firms responded to the proposal. A seven-member panel evaluated the responses based on qualifications, experience and references; method of approach; total cost; and business and technical requirements. The panel recommended the top five responses to move forward in the process and provide a presentation and demonstrations of their product. After the five demonstrations, the panel selected two proposers to provide a proof of concept in the City's actual business and technology environment.
In April 2019, a Best and Final Offer (BAFO) was solicited and Synchronous Technologies Group, Inc. dba GreenRope LLC, was deemed the most responsible and responsive proposer and is recommended for award.
Contract Term
The contract term is for five years, beginning on or about July 3, 2019 and ending on or about July 2, 2024.
Financial Impact
The total cost over the contract term is an amount not to exceed $1,100,000. After implementation costs during the first year, the total annual amount for the following four years is expected to be approximately $204,000 (including applicable taxes). Funds are available in the Information Technology Services Department's operating budget.
Department
Responsible Department
This item is submitted by Acting Deputy City Manager Toni Maccarone and the Information Technology Services Department.