Title
Event Management System Contract RFA-PCC-25-0477 - Request for Award (Ordinance S-51833) - Districts 7 & 8
Description
Request to authorize the City Manager, or his designee, to enter into a contract with Ungerboeck Systems International, LLC (Ungerboeck) for the purchase of software licenses for the Momentus event management application for use by the Phoenix Convention Center Department (PCCD). Further request to authorize the City Controller to disburse all funds related to this item. The total value of the contract will not exceed $1.4 million.
Report
Summary
This contract will provide over 200 user licenses for access to Momentus, the leading event management system in the convention industry, which PCCD has invested in and built its business processes around. The application is critical to the operations of the Phoenix Convention Center, Symphony Hall and Orpheum Theatre. It manages all aspects of the event booking and management processes. Additionally, PCCD's destination marketing partner, the Greater Phoenix Convention and Visitors Bureau (Visit Phoenix), uses the system to access booking information.
Momentus is a comprehensive, cloud-based event management system that supports customer relations, contracts, event coordination, invoicing, credit card processing and reporting. It is relied on daily by all divisions at PCCD for efficient event execution.
Hosted and maintained by Ungerboeck, the system ensures a secure, stable, and continually updated platform. Ungerboeck provides 24/7 support for critical issues, manages data backups, applies system upgrades and patches, and resolves technical problems.
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 based on the following reason: Special Circumstances Without Competition. Continuing access to the Momentus event management system is vital for ongoing event operations. Discontinuing this service would prevent access to a critical system and disrupt essential operations, jeopardizing the department’s ability to execute events effectively.
Contract Term
The contract will begin on or about June 1, 2025, for a five-year term with no options to extend.
Financial Impact
The aggregate contract value will not exceed $1.4 million for the five-year aggregate term.
Funding is available in the Phoenix Convention Center Department's Operating budget.
Location
Phoenix Convention Center: 100 N. 3rd Street
Symphony Hall: Symphony Hall: 75 N. 2nd Street
Orpheum Theatre: 203 W. Adams St
Council Districts: 7 and 8
Department
Responsible Department
This item is submitted by Deputy City Manager John Chan and the Phoenix Convention Center Department.