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HomeMy WebLinkAbout~Master - Awarding a Five-Year Agreement to IONWave Technologies, Inc., for a Vendor Management and Electronic Bidding System Software for the Purchasing Division RESOLUTION NO. 19-602 RESOLUTION AWARDING A FIVE-YEAR AGREEMENT TO IONWAVE TECHNOLIGIES, INC., FOR A VENDOR MANAGEMENT AND ELECTRONIC BIDDING SYSTEM SOFTWARE FOR THE PURCHASING DIVISION FOR THE CITY OF AMES,IOWA WHEREAS,two long-term goals of the Purchasing Division are to implement an automated method for managing City vendors and their interest in the City's business,and to issue and receive bids and proposals(bids)electronically,which can be met through a type of product that is provided as a software-as-a-service (SAA); and, WHEREAS,Purchasing's current process includes managing multiple vendor lists manually through spreadsheets maintained by each procurement specialist, who collect the vendor contact information and products or services they provide; and, WHEREAS, most bids are issued electronically through the City's email system and, depending on the type of bid, are submitted either electronically or in paper form; and, WHEREAS,all public improvement bids are received in paper form and addenda are issued through the City's email system; and, WHEREAS, software does exist to allow vendors to register for City business, provide contact information, and identify the products and services they provide; and, WHEREAS, the software improves communication, transparency, and record-keeping regarding vendors; and, WHEREAS, when a bid is created, staff will select a commodity or service code, and if vendors are registered under the code,they are sent an email regarding the bid providing them with a direct link into the software; and, WHEREAS, any bids would be set up so the vendor is not able to submit a bid until all the required fields are completed,thus limiting the risk of a non-compliant bid,incomplete submissions, and unsigned bids; and, WHEREAS, in June 2018, Iowa State University (ISU) competitively bid a Procurement Bidding/Sourcing Software and ISU completed its evaluation and determined IONWave was the best software; and, WHEREAS, as part of the bid, IONWave Technologies Inc., offered the software and associated pricing to other Regents Institutions, other State of Iowa public agencies, and municipalities; and, WHEREAS,IONWave Technologies Inc.,has committed to providing the City the software at the pricing offered in the ISU bid along with a 3 5%discount by committing to a five-year license rather than five single-year agreements; and, WHEREAS,the Agreement is for five years of service,the fees will be billed annually,and the FY 2019/20 Purchasing Division computer maintenance budget includes$16,000 for the cost of this software; and, WHEREAS,the agreement includes a non-appropriation clause in the event that funding for the service is not provided in future budget years; and, WHEREAS,the City Council is being asked to approve the request to waive the Purchasing Policy threshold of$25,000 and utilize ISU's pricing agreement and award a five-year master license and service agreement to IONWave Technologies, Inc., of Springfield, Missouri, in the amount of $58,625. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Ames, Iowa, that the five-year Agreement for the Vendor Management and Electronic Bidding Software is awarded to IONWave Technologies, Inc., of Springfield, Missouri, in the amount of$58,625, is hereby approved. ADOPTED THIS 26"'day of November, 2019. Diane- Voss, City Clerk John A. Haila, Mayor Introduced by: Nelson Seconded by: Corrieri Voting aye: Beatty-Hansen, Corrieri, Gartin, Martin,Nelson Voting nay: None Absent: Betcher Resolution declared adopted and signed by the Mayor this 26t1i day of November, 2019.