DATE: May 25, 2017
TO: Board of Mayor and Aldermen
FROM: Eric Stuckey, City Administrator
Kristine Tallent, Assistant City Administrator / CFO
Vernon Gerth, Assistant City Administrator, Community Development
Lanaii Benne, Assistant City Recorder
Brian Wilcox, Purchasing Manager
SUBJECT:
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Acknowledge report of procurement award to and execution of contract with MCCi, a subsidiary of Municipal Code Corporation, in the amount of $4,725 per year plus $2,550 initially for JustFOIA open records request tracking solution for the Administration Department (Contract No. 2017-0080)
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Purpose
The purpose of this procurement of JustFOIA open records request tracking solution for the Administration Department is to automate the management of open records requests.
Background
Currently the City tracks and processes open records requests manually. During calendar year 2016, the City received and processed about 1,750 such requests. The JustFOIA open records request tracking solution, which is an online subscription service hosted by the service provider, would reduce the staff time required to manage future requests by allowing requesters to access from the City’s website and complete an online form that has been customized for the City and then by automating the workflow to process the request. JustFOIA also may be used to generate reports to review historic requests that are logged into the system and identify opportunities for process improvement.
Financial Impact
The JustFOIA open records request tracking solution as quoted by MCCi is in the amount of $4,725 per year plus $2,550 initially. This pricing is based on a cooperative purchasing arrangement, National Cooperative Purchasing Alliance (NCPA), recognized by the City. Although the purchase is not specifically recognized in the FY2017 budget, funds sufficient to get started are available in the Administration Department budget.
Recommendation
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Staff recommends that the Board of Mayor and Aldermen acknowledge receipt of this report of procurement award to and execution of City Contract No. 2017-0080 with MCCi, a subsidiary of Municipal Code Corporation, in the amount of $4,725 per year plus $2,550 initially for JustFOIA open records request tracking solution for the Administration Department. Purchasing Manager Brian Wilcox believes the staff recommendation appears to be compliant with City policy. Pursuant to authority previously granted by the Board of Mayor and Aldermen, City Contract No. 2017-0080 has been executed by the City Administrator and is attached.