Placement: Consent Agenda
Action Requested: Motion / Vote
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Approval to Participate in the NASPO ValuePoint Contract No. 43230000-NASPO-16-ACS to Purchase Cloud Based Budgeting & Planning and Procurement Solutions.
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Submitted By: Nathaniel Rubel, Procurement Assistant Director, Office of Management & Budget.
Strategic Plan Link: The City's Goal of a high-performing city government organization.
Summary Brief (Agreements/Contracts only)
1. Prepared by: Nathaniel Rubel, Procurement Assistant Director, Office of Management & Budget.
2. Parties: City of Port St. Lucie and OpenGov, Inc.
3. Purpose: Cloud based solutions for budget planning (operating and capital) and procurement workflow from purchase request to contract management.
4. New/Renewal/Modified: New.
5. Duration: June 1, 2024, through September 30, 2026.
6. Benefits to Port St. Lucie: Leveraging technology to improve the efficiencies of the procurement and budget operations of City government.
7. Cost to Port St. Lucie (Annual and Potential): $155,000.01 for the remainder of Fiscal year 2024 (June 1 - September 30) which includes professional services for implementation and ongoing support and maintenance. The software subscription for support and maintenance for Fiscal year 2025 is $258,000.00. The software subscription for support and maintenance for Fiscal year 2026 is $270,900.00.
Presentation Information: N/A.
Staff Recommendation: Move that the Council approve participating in the NASPO ValuePoint Contract No. 43230000-NASPO-16-ACS, per Chapter 35.08(a)(9)(a)(cooperative purchasing exception) to purchase Cloud Based Budgeting & Planning and Procurement Solutions.
Alternate Recommendations:
1. Move that the Council amend the recommendation and approve participating in the NASPO ValuePoint Contract No. 43230000-NASPO-16-ACS.
2. Move that the Council not approve and provide staff with direction.
Background: As we continue to strive for excellence and efficiency in our work performance, the Office of Management and Budget has spent seven (7) months evaluating various enterprise budget and e-procurement solutions that will help us enhance our goal of being a high-performing organization. The various cloud-based solutions offer budget planning and management for the operating and capital budgets, personnel/workforce planning to support labor negotiations, digital budget book production, a full procurement suite that offers supplier engagement, evaluation and awards, solicitation development, contract management, reporting, and transparency tools.
OMB evaluated a total of nine (9) companies:
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1. Bonfire, Euna (procurement) |
6. Periscope BidSync (procurement) |
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2. ClearGov (budget) |
7. PlanetBids (procurement) |
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3. Infinite Data Easy CIP (budget) |
8. Questica, Euna (budget) |
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4. Ironclad (procurement) |
9. Tyler Munis (budget & procurement) |
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5. OpenGov (budget & procurement) |
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Considering the anticipated growth of the City, the complexity of the City's budget, and procurement operations will increase. OMB must modernize its operations and deploy reliable technology to support a smooth budget development process and efficient procurement functions. OpenGov has been unanimously selected by the budget and procurement teams as the vendor capable of meeting our current and evolving future needs. Stakeholder representatives from the City Manager’s Office, Finance, Information Technology, and Communications attended demonstrations with OpenGov, and all departments are supportive of OMB's selection.
The OpenGov product is sold as a Software As A Service (SAAS), which means the vendor is responsible for maintaining the software and updating versions as they become outdated. OpenGov commits 35% of annual revenues to research and development. As OpenGov enhances its products and introduces new features, they are incorporated into the annual subscription package and will be launched to the City's budget and procurement suite. This will ensure that the City can capitalize on the latest technological advances in budgeting and procurement solutions as they become available.
OpenGov has over 550 government customers nationwide. Over 100 customers are in Florida and City staff met with several that provided exceptional references of OpenGov's product and customer service, including:
• City of Clermont
• City of Hollywood
• City of Orlando
• City of St. Petersburg
• City of Pompano Beach
• City of Tampa
• Pasco County
OpenGov has a current cooperative agreement through the National Association of State Procurement Officials (NASPO), onto which the City can piggyback. This option provides significant cost savings. The City is receiving a 30% discount off the OpenGov list pricing because of the bundle packaging for the budget and procurement suites.
Issues/Analysis: Anticipated benefits of OpenGov for budgeting and procurement:
• A solution that can interact and integrate directly with Tyler Munis, the City’s ERP system.
• Enhance efficiency in producing the budget book by reducing production time of the operating and capital budget books through a streamlined and automated process.
• Transformative digital budget book in compliance with the Government Finance Officers Association (GFOA) Distinguished Budget Book Award program which aligns with the City’s goal of innovation and transparency.
• Workforce/personnel cost forecasting tool for the largest expenditure of the City’s budget that can also support labor negotiations scenario forecasting.
• Stories and publications to create a budget storytelling experience that is transparent and engaging for residents.
• Purpose-built comprehensive procurement suite to:
o Develop solicitations through automation and pre-built templates with guided workflows.
o Standardize proposal evaluation and bid award processes.
o Streamline contract management and vendor management.
o Advance performance reporting.
o Maintain strong internal control systems and compliance.
• Increased supplier outreach and competition by leveraging existing vendor pools form surrounding cities and counties that use OpenGov.
• Standard solicitation summary reports that can support recommended contract awards for City Council consideration.
• Data-driven insights with dashboards, reports, and analytics to inform decision making and support results-driven contracting.
• Advances procurement best practices in compliance with the National Procurement Institute (NPI) achievement of Excellence in Procurement (AEP) program as a certified NPI partner.
• Opportunity for AI in the budget and procurement processes that empowers precise and efficient scope building by analyzing data and automating repetitive tasks.
• Collaboration and teamwork with a platform that allows colleagues and vendors to easily connect for streamlined communication and collaboration.
• Continuous innovation with automatic upgrades, fixes, and feature enhancements delivered seamlessly to the platform.
The use of OpenGov will yield substantial returns on the investment by fostering a more dynamic, efficient, and high-performing organization. With the efficiencies gained through the use of OpenGov, staff will be able to deliver an enhanced level of service to all City departments.
Financial Information: Funding is available in the General Fund, OMB (001-1330) and General Government’s (001-1900) cost centers.
Special Consideration: If approved to proceed with this purchase and project, staff anticipates a project kickoff in June for the procurement suite, followed by an implementation start in October for the budget suite.
Location of Project: N/A.
Attachments:
1. Signed Contract.
2. Master Agreement.
3. Order Form.
4. Statement of Work.
5. Proposal.
NOTE: All of the listed items in the “Attachment” section above are in the custody of the City Clerk. Any item(s) not provided in City Council packets are available upon request from the City Clerk.
Internal Reference Number: 24067-02.
Legal Sufficiency Review:
Reviewed by Carly Fabien, Deputy City Attorney. Approved as to Legal form and sufficiency by Richard Berrios, Interim City Attorney.