Title
Financial Reporting Software Contract - RFP-26-0035 - Request for Award (Ordinance S-53187) - Citywide
Description
Request to authorize the City Manager, or the City Manager's designee, to enter into a contract with ClearGov Inc. to provide financial reporting software for the Finance 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 $490,000.
Report
Summary
This contract will provide software used to compile large and complex financial reports, including the Annual Comprehensive Financial Report (ACFR), which exceeds 300 pages of detailed financial data. The Financial Accounting and Reporting (FAR) Division also uses this software to prepare five additional financial reports. The software must combine the functionality of both spreadsheets and word processing tools, and the selected cloud-based solutions can interface directly with Systems, Applications, and Products in Data Processing (SAP) software. Authorized users designated by FAR include Aviation Department and City of Phoenix Employee's Retirement System (COPERS) Office. Given the complexity of the City's financial data, this software is essential for maintaining both the efficiency of report preparation and the accuracy of the information presented. Many of these reports are published on the City's website for public access. Using a solution with these capabilities ensures that large reports, such as the ACFR, are prepared in the most efficient and cost-effective manner.
This item has been reviewed and approved by the Information Technology Services Department.
Procurement Information
A Request for Proposal procurement was processed in accordance with City of Phoenix Administrative Regulation 3.10.
Ten vendors submitted proposals and eight were deemed responsive and responsible. An evaluation committee of City staff evaluated those offers based on the following criteria with a maximum possible point total of 1,000 points:
- Method of Approach (0-400)
- Capacity (0-350)
- Experience (0-150)
- Price (0-100)
After reaching consensus, the evaluation committee recommends award to the following vendor:
Contract Term
The contract will begin on or about January 1, 2027, for a five-year term with no options to extend.
Financial Impact
The aggregate contract value will not exceed $490,000.
Funding is available in the Finance Department's budget.
Department
Responsible Department
This item is submitted by Assistant City Manager Ginger Spencer and the Finance Department.