Title
EnvisionWare Software Contract - RFA-24-0240 - Request for Award (Ordinance S-51046)
Description
Request to authorize the City Manager, or his designee, to enter into a contract with EnvisionWare, Inc. to provide public computer and printing management software for the Library Department. Further request an exception to the indemnity and assumption of liability provisions of Phoenix City Code section 42.18. Further request to authorize the City Controller to disburse all funds related to this item. The total value of the contract will not exceed $185,000.
Report
Summary
This contract will provide public computer and printing management software for the Library Department. The software to be purchased include the PC Reservation module to be used as a self-service computer reservation system for verification of a library cardholder's good standing, the Print Management module that allows customers to print from the personal devices of choice, and the EnvisionWare eCommerce Solution module that lets customers pay library fees using a credit card. The software is necessary to handle a customer sign-in process or their reservation, and it automatically logs the customer out of the session when their reservation is concluded.
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. The City of Phoenix has been using EnvisionWare software since 2003 for over 1,000 computers across 17 library locations and retaining EnvisionWare, Inc. as its vendor will provide cost savings from manual tracking of data, testing, staff training and eliminating the need for installing new software to over 1,000 computers.
Contract Term
The contract will begin on or about June 17, 2024, for a five-year term with no options to extend.
Financial Impact
The aggregate contract value will not exceed $185,000 for the five-year aggregate term.
Funding is available in the Library Department's budget.
Department
Responsible Department
This item is submitted by Deputy City Manager Inger Erickson and the Library Department.