File #: 1177-2023    Version: 1
Type: Ordinance Status: Passed
File created: 4/12/2023 In control: Finance Committee
On agenda: 5/15/2023 Final action: 5/18/2023
Title: To authorize the Finance and Management Director to modify the current agreement to include an additional renewal option through the end of the life of the software and to exercise a one-year renewal option with Coupa Software, Inc., for the continuation of hosted software solutions and professional services related to the Aquiire Marketplace Software; to authorize the expenditure of $217,744.00 from the General Fund.
Attachments: 1. Aquiire-Vinimaya Legislation - Expenditure Document - -2023.pdf, 2. Waiver Form - Coupa Aquiire Marketplace 4-11-23.pdf

BACKGROUND: This legislation authorizes the Finance and Management Director to extend and modify 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 more than 475 contracts containing more than 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 more than 42,000 universal term contract catalog purchases orders in 2022.

The original contract, PO322542 was established with a waiver of competitive bidding in accordance with and authorized under Ordinance Number No. 0910-2022. The current agreement was authorized under Ordinance No. 0910-2022, and will expire June 20, 2023. The current software is set to sunset on December 31, 2024. In order to extend this agreement to the end of life, the Purchasing Office requests to modify the current agreement to include the option to extend until December 31, 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.

In accordance with the contract specifications, the City and Coupa Software, Inc. can renew the contract for an additional one-year term subject to mutual agreement and approval of City Council. This will be the first renewal under the contract. The extended contract expiration date will be June 20, 2024. With the modification of this contract, the City and Coupa will have the option of extending the contract through December 31, 2024.

Coupa Software, Inc. - CC030001 - Expires April 10, 2025

Total Estimated Annual Expenditure: $217,744.00, Division of Finance a...

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