Title
Ungerboeck Event Management System - RFA 19-002 - Amendment (Ordinance S-50156)
Description
Request to authorize the City Manager, or his designee, to allow additional expenditures under Contract 152382 with Ungerboeck Systems International Inc. (USI) to purchase software licenses for event booking and management software for the Phoenix Convention Center Department (PCCD). Further request to authorize the City Controller to disburse all funds related to this item. The additional expenditures will not exceed $220,000.
Report
Summary
In 2006, PCCD invested in USI, the leading convention industry event space booking and management system application, and aligned its business processes around it. The USI application is critical to the operations of the Phoenix Convention Center, Symphony Hall, and the Orpheum Theatre. The system is used for all facets of the event booking and management process including, but not limited to, sales leads, detailed event information, financial transactions and use agreements. PCCD’s destination marketing partner, the Greater Phoenix Convention and Visitors Bureau, also utilizes USI to access booking information.
The original contract procured 200 user licenses and numerous USI software features. However, to sustain optimal usage of the system, the department needed to install software enhancements and procure additional user licenses, items not included in the original contract.
PCCD is requesting an additional $220,000 to ensure continued access to the event management system and to prevent negative impacts on the department's ability to conduct business.
This item has been reviewed and approved by the Information Technology Services Department.
Contract Term
The contract term remains unchanged, ending on May 31, 2025.
Financial Impact
Upon approval of $220,000 in additional funds, the revised aggregate value of the contract will not exceed $900,000. Funds are available in the Phoenix Convention Center Department's operating budget.
Concurrence/Previous Council Action
The City Council previously reviewed this request:
• Ungerboeck Event Management System Contract 152382, Ordinance S-46585 on May 6, 2020.
Location
Council Districts: 7 and 8
Department
Responsible Department
This item is submitted by Deputy City Manager John Chan and the Phoenix Convention Center Department.