SUBJECT:
Title
Request Approval of NASPO State Contract: 43230000-NASPO-16-ACS Public Engagement Software - Carahsoft Technology Corp., Reston, VA (Budget Impact - Neutral; expenditure of $93,500)
Body
INITIATOR: DEPARTMENT:
Susan Olsen, Director Procurement Services
DESCRIPTION/BACKGROUND:
On behalf of Information Technology (IT), Procurement requests approval for the purchase of Public Engagement Software "Engagement Plus - Enterprise" for a three-year term. The software will be used by Public Relations, Community Services, and Municipal Services to enhance outreach, streamline communication, and improve engagement with underserved communities. Our internal auditors have reviewed the software and endorsed its implementation. Their approval stems from observed challenges with traditional methods, such as limited responses to mailed notifications regarding land use changes and Municipal Service petitions. The software offers a modernized solution to address these gaps effectively.
The proposed package includes:
• Twelve months of services per year for three years.
• 50 authorized users of the "Engagement Plus - Enterprise" platform.
• 24,000 text message credits annually to facilitate communication.
• Onboarding and training services for effective implementation.
Attached for review is the Carahsoft Price Quotation, with the cost breakdown below. Year 1 will be funded by IT, while Public Relations will cover the costs for Years 2 and 3.
• Year 1: $93,500
• Year 2: $89,250
• Year 3: $93,712.50
• Three-year total: $276,462.50
If approved today, this purchase will be made through NASPO Contract 43230000-NASPO-16-ACS, which satisfies competitive bidding requirements. Additionally, we are requesting approval for all three years of the agreement upfront, eliminating the need to bring subsequent years back to the Board for approval.
BUDGET/IMPACT:
Neutral; Year 1 ($93,000) will be funded by Information Technology from line AA174516-552106 (General Fund), and Public Relations will cover the costs for Years 2 and 3.
RECOMMENDED ACTION:
Recommended action
Motion to approve the purchase through the NASPO State Contract for a three-year term, with authorization to proceed without requiring additional Board approvals for subsequent years. end