STRATEGIC PRIORITY: Government Performance and Financial Management
AGENDA DATE: June 9, 2021
COUNCIL DISTRICT(S): All
DEPARTMENT: Office of Procurement Services
EXECUTIVE: Elizabeth Reich
______________________________________________________________________
SUBJECT
Title
Authorize a three-year cooperative purchasing agreement for the purchase of licenses, installation, configuration, maintenance, and support of bank reconciliation software for the Department of Information and Technology Services provided by FiServ, Inc. and sold through SHI Government Solutions, Inc. through the Local Government Purchasing Cooperative (BuyBoard) agreement - Not to exceed $459,130 - Financing: IT Equipment Fund ($300,394) and Data Services Fund ($158,736) (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 licenses, installation, configuration, maintenance, and support of bank reconciliation software. This software is used to reconcile cash and credit card transactions between the City's general ledger accounts and the City's bank accounts. This automated software reduces the processing time of manually matching thousands of transactions daily by generating rules that automatically match transactions. The ability to import data from multiple external sources (i.e. merchant service vendors, banks, and other interfaces) and initiate automatic reconciliations allows the City Controller's Office staff to focus on exception processing (e.g. non-matches), bank errors or delayed deposits.
The Local Government Purchasing Cooperative (BuyBoard) 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.
On November 10, 2015, the City Council authorized a living wage policy that requires contractors to pay their employees a “living wage” rate as established annually by the Massachusetts Institute of Technology Living Wage Calculator for Dallas County by Resolution No. 15-2141. The current calculated living wage during the solicitation process of this contract is $12.38; the selected vendor meets this requirement.
PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS)
This item has no prior action.
FISCAL INFORMATION
|
Fund |
FY 2021 |
FY 2022 |
Future Years |
|
IT Equipment Fund |
$230,727.00 |
$ 0.00 |
$ 69,667.00 |
|
Data Services Fund |
$ 37,758.00 |
$59,014.00 |
$ 61,964.00 |
|
Total |
$268,485.00 |
$59,014.00 |
$131,631.00 |
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 |
Procurement Category |
M/WBE Goal |
M/WBE % |
M/WBE $ |
|
$459,130.00 |
Other Services |
N/A |
100.00% |
$459,130.00 |
|
• The Business Inclusion and Development Policy does not apply to Other Service contracts, however the prime contractor is a certified M/WBE. |
|
• SHI Government Solutions, Inc. - Non-local; Workforce - 6.52% Local |
PROCUREMENT INFORMATION
Method of Evaluation for Award Type:
|
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 Expwy.
Suite 385
Austin, TX 78746
Thai Lee, President