Explanation
This ordinance authorizes the Director of the Department of Technology (DoT) to renew a contract with Brown Enterprises LLC for Smartsheet Control Center subscriptions and licenses for various city departments. Smartsheet is used by several city agencies as it is (and can be) used to collaborate on project timelines, documents, calendars, assignments and related tasks. Smartsheet’s relatively simple user interface centers on "smartsheets," similar to other popular spreadsheets. Additionally, Smartsheet can import data from other applications, such as Microsoft Office or Google.
In July of 2021, DoT received four (4) responses to RFQ019097. Brown Enterprises LLC submitted the lowest, responsive quote and was awarded the contract. The original contract, authorized by ordinance 1926-2021 and passed on July 19, 2021, contained language allowing for up to three (3) renewals with mutual agreement by all interested parties. This ordinance authorizes the second of the three (3) allowable renewals for a one-year term, beginning on September 1, 2023 and ending on August 31, 2024.
Finally, this ordinance authorizes the expenditure of up to $ $158,529.00 for the above-described purpose.
FISCAL IMPACT
Funds to cover the cost of this service have been identified and are available in the Department of Technology, Information Services Operating Fund.
CONTRACT COMPLIANCE
Vendor Name: Brown Enterprises LLC
DAX Vendor #: 010668, Expiration Date 12-31-2023
EMERGENCY
Emergency designation is sought as the current contract expires on August 31, 2023. In order to have a new contract in place, and ensure continuity of service, emergency designation is needed.
Title
To authorize the Director of the Department of Technology to renew a contract with Brown Enterprises LLC for Smartsheet Control Center subscriptions and licenses; to authorize the expenditure of up to $158,529.00 from the Department of Technology, Information Services Operating Fund for the above-mentione...
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