STRATEGIC PRIORITY: Government Performance and Financial Management
AGENDA DATE: October 13, 2020
COUNCIL DISTRICT(S): All
DEPARTMENT: Office of Procurement Services
EXECUTIVE: Elizabeth Reich
______________________________________________________________________
SUBJECT
Title
Authorize Supplemental Agreement No. 1 to increase the cooperative purchasing agreement provided by Avolve Software Corporation and sold through SHI Government Solutions, Inc. through the Texas Association of School Boards cooperative agreement for the purchase of additional software licenses, maintenance and support, and training of a hosted electronic plan review system for the Department of Information and Technology Services - Not to exceed $619,096, from $2,245,136 to $2,864,232 - Financing: U.S. Department of Treasury - Coronavirus Relief Funds ($597,256) and Building Inspection Fund ($21,840) (subject to annual appropriations)
Body
BACKGROUND
This action does not encumber funds; the purpose of a cooperative purchasing agreement is to establish firm pricing for services, for a specific term, which are ordered on an as needed basis.
This cooperative purchasing agreement will allow for the purchase of additional software licenses, maintenance and support, and training to expand the City’s Electronic Plan Review System (EPRS). EPRS is a web-based solution, utilized by the Department of Sustainable Development and Construction, which provides a portal for citizens to submit building plans for review, apply, and pay fees for various building permits.
The EPRS is an automated solution that adds efficiency by enabling functionality to receive building plans, conduct reviews, revise, track, inspect, and archive all documents electronically. The electronic plan review process will also provide additional efficiencies by enabling simultaneous review of specific plans by multiple trades, eliminating the current “one-at-a-time” review. Building Inspection’s plan reviewers can communicate with applicants through the solution’s web portal with questions and clarifications that are needed from the applicant. The EPRS allows applicants to resubmit their applications and receive status updates through the citizen portal without going to the City's office for status updates. Additionally, the solution eliminates the need for paper documents.
The Texas Association of School Boards cooperative agreement is authorized by Chapter 791 of the Texas Government Code and Subchapter F, Chapter 271, Texas Local Government Code. Section 271.102 of the Texas Local Government Code which authorizes a local government to participate in a Cooperative Purchasing Program with another local government or a local cooperative organization.
PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS)
On January 24, 2018, City Council authorized a five-year cooperative purchase agreement for the purchase, implementation, maintenance and support of a hosted electronic plan review system for Building Inspection provided by Avolve Software Corporation and sold through SHI Government Solutions, Inc. through the Texas Association of School Boards by Resolution No. 18-0204.
On April 22, 2020, City Council authorized the acceptance of the Coronavirus Aid, Relief, and Economic Security Act, Coronavirus Relief Funds to aid the COVID-19 response throughout the City by Resolution No. 20-0644.
City Council was briefed on the proposed uses of Coronavirus Aid, Relief and Economic Security Act, Coronavirus Relief Funds to facilitate assistance to eligible communities and households economically impacted by COVID-19 on June 17, 2020.
FISCAL INFORMATION
|
Fund |
FY 2021 |
FY 2022 |
Future Years |
|
U.S. Department of Treasury - Coronavirus Relief Funds |
$597,256.00 |
$ 0.00 |
$0.00 |
|
Building Inspection Funds |
$ 0.00 |
$21,840.00 |
$0.00 |
|
Total |
$597,256.00 |
$21,840.00 |
$0.00 |
M/WBE INFORMATION
In accordance with the City’s Business Inclusion and Development Policy adopted on September 23, 2020, by Resolution No. 20-1430, as amended, the M/WBE participation on this contract is as follows:
|
Contract Amount |
Category |
M/WBE Goal |
M/WBE % |
M/WBE $ |
|
$619,096.00 |
Other Services |
23.80% |
100.00% |
$619,096.00 |
|
• The Business Inclusion and Development Plan does not apply to Cooperative Purchasing Agreements (CO-OPs), however, the prime contractor is a certified M/WBE. |
|
• Supplemental Agreement No. 1 - 100.00% overall M/WBE participation |
|
• SHI Government Solutions, Inc. - Non-local |
PROCUREMENT INFORMATION
|
Cooperative Purchasing Agreement |
• Cooperative purchasing agreements enable the City to associate with State agencies, other local governments, or local cooperative organizations comprised of other state and local governments, to leverage market buying power and enable the City to purchase goods or services at lower prices |
|
|
• The cooperative purchasing agreement is an alternative method of meeting the requirements for competitive bidding or competitive sealed proposals, not an exception from that requirement |
OWNER
SHI Government Solutions, Inc.
1301 South Mo-Pac Expy.
Suite 385
Austin, TX 78746
Thai Lee, President