Explanation
BACKGROUND: This legislation authorizes the Finance and Management Director to modify and extend an existing contract for the option to obtain Aquiire Marketplace Software, with Coupa Software, Inc. The software 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’s universal term contracts and externally manages the content from a single site and was the source for over 44,000 universal term contract catalog purchases orders in 2023.
The original contract, PO322542 was established with a waiver of competitive bidding in accordance with and authorized under Ordinance Number 0910-2022. The current agreement was authorized under Ordinance Number 1177-2023, and will expire June 20, 2024. The original waiver of competitive bidding was requested because the Aquiire Marketplace software had the only known catalog with real time search capability of vendor’s online catalogs.
This software solution is currently in the Request for Proposal (RFP) process and a new contract will not be awarded prior to the end of the existing contract period. Therefore, an extension is being requested to allow for the existing RFP process to be fully completed. Furthermore, should a new vendor be selected, an extension will allow sufficient time to implement a new software solution.
Coupa Software, Inc. - CC030001 - Expires April 10, 2025
Total Estimated Annual Expenditure: $228,631.00, Division of Finance and Management, primary user.
Emergency Designation: The Finance and Management Department respectfully requests this legislation to be considered an emergency ordinance because the software is used multiple times a day to procure supplies to maintain City facilities, vehicles and daily operatio...
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