Explanation
BACKGROUND
This ordinance authorizes the Director of the Department of Finance and Management, on behalf of the City’s Purchasing Office, to enter into a contract with Coupa Software Inc. for a subscription to the Coupa Business Spend Management Platform. This contract provides the software to run the procurement catalog system, which is used citywide to order goods and services from the City’s universal term contracts (UTCs). The software is an electronic catalog administered by the Purchasing Office. It is made available to City staff, allowing them to purchase items from UTCs. Currently, there are over 425 contracts containing over five million items in the City’s electronic catalog. The electronic catalog aggregates catalog content from City’s UTCs, externally manages the content from a single site, and was the source for over 41,000 UTC catalog purchase orders in 2024.
A formal request for proposals (RFP) solicitation was published via RFQ026748 for the purchase of Procurment Catalog Software. Three proposals were received, which were opened on March 14, 2024. The proposals were evaluated by a five-member evaluation committee, based upon various criteria including competence, quality and feasibility, ability, past performance, and price, which evaluation resulted in a recommendation to the Director of the Department of Finance and Management to award a contract for such services to Coupa Sofware Inc. and TradeCentric, LLC (as Coupa Software Inc.’s proposed provider for the required connection between the Coupa Business Spend Management Platform and Microsoft D365). The Director approved the award to Coupa Software Inc. and TradeCentric, LLC.
The term of the proposed contract with Coupa Software Inc. is one (1) year, expiring approximately June 20, 2026, with the option to renew for five (5) additional one (1) year terms. This ordinance authorizes funding for the first year of the contract term. The Finance and Management Department will plan f...
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