Explanation
BACKGROUND:
This ordinance authorizes the Director of the Department of Technology to enter into a contract with Advizex Technologies for implementation of an information archive system. The City does not currently have an enterprise technology solution for managing aged digital information. A solution is required in order to reduce the load on backup systems and more efficiently utilize data storage infrastructure. The City anticipates the following benefits as a result of the implementation of this solution: reduced load on backup system, reduced use of more expensive storage infrastructure, reduction of liability by automated enforcement of record retention policies, reduction in email archives stored on difficult to access workstation drives, reduction in effort to fulfill public records requests. This contract will provide for software, services, and training to bring the system fully operational, and to train City personnel in its best use, in order to keep the system fully functional throughout its expected life span of at least five years. The term of this contract is for one year from the date of a purchase order certified by the City Auditor. By mutual agreement and approval of proper City authorities, the agreement can be renewed for four (4) additional one year terms. The cost for the first one year term of the agreement is $321,477.00 which entails (software Licenses - $171,478.00, software maintenance and support- $39,255.00, implementation professional services - $92,140.00 and training services - $18,604.00).
To procure the system, a Request for Proposals (SA005020) was published June 18, 2013. The solicitation received six (6) proposals, which were scored by an evaluation committee of five (5) employees of the Department of Technology. Each committee member scored the proposals, using the following criteria: competence of the offeror (up to 10 points), quality and feasibility of proposed software and services (40 points)...
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