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 third (and last) of the three (3) allowable renewals for a one-year term, beginning on September 1, 2024, and ending on August 31, 2025. This renewal includes licenses authorized by a 2023 contract modification in the amount of $53,947.22.
Finally, this ordinance authorizes the expenditure of up to $285,725.00 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, and the Recreation and Parks Operating Fund.
CONTRACT COMPLIANCE
Vendor Name: Brown Enterprises LLC
DAX Vendor #: 010668,
Expiration Date 2-2-2026
EMERGENCY
Emergency action is requested to ensure that the new contract is in place prior to the expiration of the previous contract. If the contract were to lapse, multiple user departments would not have access to Smartsheet, thus negatively affecting their daily activities.
Title
To authorize the Director of the Department of Technology to renew an existing ...
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