DEPARTMENT: Office of Management and Budget
DEPARTMENT HEAD: John Woodruff
COUNCIL DISTRICTS IMPACTED: City Wide
SUBJECT:
Financial/Performance Transparency Application
SUMMARY:
This ordinance authorizes a contract with OpenGov, Inc. for Financial / Performance Transparency Application in the amount of $82,410 for a one-year term with two, one-year renewal options of $77,510 for a total of $237,430 funded through the FY 2016 General Fund Operating Budget. The initial term for this contract will begin upon award through March 31, 2017.
BACKGROUND INFORMATION:
The City of San Antonio continues to strive toward providing residents easily accessible and relevant information through its financial transparency efforts. These efforts include making available on the City’s website the City’s annual budget documents, annual financial reports, quarterly reports, and budget presentations. As part of the annual budget process, the City also reaches out to the community for their input through neighborhood meetings and open houses, public hearings, and social media campaigns.
Additionally, for five consecutive years, the City has been awarded the highest Leadership Circle Award by the State Comptroller of Public Accounts. This award recognizes the City’s transparency efforts to provide easy access to the public financial and budget information.
The City of San Antonio recognizes that implementation of additional financial transparency is vital to residents, business, and community stakeholders. In an effort to enhance our current financial transparency by increasing accessibility and transparency of budget data and performance measures, this item is being submitted for City Council consideration and action. The proposal, submitted by OpenGov, Inc. will implement a Financial/Performance Transparency Application to provide residents the ability to quickly and easily view budget information in a graphical interface with historical context and download specific data. Best practices research reveals many peer cities have implemented or are in the process of implementing similar applications.
On December 11, 2015, a Request for Competitive Sealed Proposal (RFCSP) was released for 30 days. Three proposal responses were received. The evaluation team consisted of representatives from the Office of Management & Budget, ITSD, Office of Sustainability, Transportation & Capital Improvements Department and the Finance Department. The Finance Department, Purchasing Division assisted by ensuring compliance with City procurement policies and procedures. The proposals were evaluated based on the firm’s qualifications, experience and background, proposed plan and price schedule.
The evaluation of each proposal response was based on a total of 100 points; 35 points allotted for experience, background, qualifications; 35 points allotted for proposal plan and solution; and 30 points allotted for respondent’s price schedule.
The evaluation committee met on February 1, 2016 to score the three responsive proposals received. After committee review and discussion, individual technical scores were submitted and the aggregate scores were presented. After a recommendation for award was agreed upon by the evaluation committee, the pricing scores were revealed. OpenGov, Inc. received the highest ranking and was recommended for award by the evaluation committee.
The initial term for this contract will begin upon City Council approval through March 31, 2017, with two additional one-year renewal options.
ISSUE:
This contract will provide the City with a Financial/Performance Transparency Application that will increase accessibility and transparency of the City’s financial data and performance measures.
This contract is within the scope of the SBEDA Program. However, due to the type of commodities/services being procured, no SBEDA tool was applied.
This contract is an exception to the Local Preference Program.
The Veteran-Owned Small Business Preference Program does not apply to non-professional service contracts, so no preference was applied to this contract.
ALTERNATIVES:
Should this contract not be approved, the City will continue to provide the same level of transparency as today. This contract allows for increased accessibility to the City’s financial data.
FISCAL IMPACT:
The purchase of the software license and system implementation is for a total cost of $237,430. Of this amount $82,410 is for year-one and $77,510 is for one-year of the two year renewal option for a total of $237,430. These funds are available from the General Fund.
RECOMMENDATION:
Staff recommends the approval of this contract with OpenGov, Inc. to implement a Financial/Performance Transparency Application to increase accessibility and transparency of the City’s current and historical budget data and performance measures for a total cost of $237,430. Of this amount $82,410 is for year-one and $77,510 is for one-year of the two year renewal option for a total of $237,430.
This contract was procured by means of a Request for Competitive Sealed Proposal and a Contracts Disclosure Form is required.