Explanation
BACKGROUND: This legislation authorizes the Finance and Management Director to renew an existing contract for the option to obtain Coupa Storefront Software, with Coupa Software, Incorporated. This is an electronic catalog administered by the Purchasing Office. It is made available to City staff, allowing them to purchase items from universal term contracts. Currently, there are over 450 contracts containing over 5 million items in the electronic catalog. The electronic catalog aggregates catalog content from City universal term contracts and externally manages the content from a single site and was the source for over 46,000 universal term contract catalog purchases orders in 2025.
The current agreement authorized under Ordinance Number 1514-2025 will expire June 20, 2026. A formal request for proposals (RFP) solicitation was published via RFQ026748 for the purchase of Procurement Catalog Software. This RFP resulted in a recommendation to the Director of the Department of Finance and Management to award a contract for such services to Coupa Software Incorporated.
In accordance with the contract specifications, the City and Coupa Software, Inc. can renew the contract for an additional five (5), one-year terms subject to mutual agreement and approval of proper City authorities. This will be the first renewal under the contract. The new contract expiration date will be June 20, 2027.
EMERGENCY DESIGNATION: The Finance and Management Department respectfully requests this legislation to be considered an emergency ordinance because the software is used daily citywide to procure supplies, equipment, and services to maintain City facilities and operations, and the current catalog software contract expires June 20, 2026.
FISCAL IMPACT: This ordinance authorizes the expenditure of $240,062.55 with Coupa Software, Incorporated. for the annual renewal of the Coupa Storefront Software contract. These funds are budgeted in the Finance and Managemen...
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