DATE: December 14, 2016
TO: Board of Mayor and Aldermen
FROM: Eric Stuckey, City Administrator
Chris Bridgewater, Director, Building and Neighborhood Services
Brian Wilcox, Purchasing Manager
SUBJECT:
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Acknowledge report of sole-source purchase from Infor Public Sector, Inc. of Alpharetta, Georgia in the total amount of $30,000 for 25 Infor Field Inspector Work Management perpetual licenses and first year of support for the Building and Neighborhood Services Department ($50,000 budgeted in 110-83550-41900 for fiscal year 2017; City Contract No. 2016-0298)
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Purpose
The purpose of this procurement of 25 Infor Field Inspector Work Management perpetual licenses and first year of support for the Building and Neighborhood Services Department is to allow the recording of inspection results to the City database via a tablet with wireless Internet. These inspection results will automatically be transmitted to the permit applicant, and result in more efficient delivery of service.
Background
City Purchasing Policy allows for the following category of sole-source purchases valued at or greater than $25,000 not to require individual authorization by the Board of Mayor and Aldermen (but which shall be reported to the Board): “Purchases of items necessary to maintain, expand or improve a manufacturer-specific system already in use by the City … and that requires interconnectivity of and/or communication between the component parts, so long as the product manufacturer representative has stated in writing that the vendor is the sole source available to the City, and so long as the vendor has stated in writing that the quoted pricing is the lowest municipal unit pricing available at that time and in the foreseeable future for the quantity indicated.”
Staff is of the opinion that the referenced purchase, which is an Infor module, is a sole-source purchase. Evidence to support this opinion includes the City’s long-standing and likely continued use of Infor software. Infor Public Sector, Inc. has indicated in writing (a) that Infor is the sole source available to the City, and (b) that the quoted pricing is the lowest municipal pricing available at this time and in the foreseeable future for the quantity indicated.
The Board of Mayor and Aldermen voted on December 13, 2016 to authorize the Mayor to execute City Contract No. 2016-0298 which is the Infor Order Form for this purchase.
Financial Impact
The total amount of $30,000 includes $25,000 for 25 Infor Field Inspector Work Management perpetual licenses to utilize the software module and $5,000 for the first year of support for those licenses. This purchase is anticipated in the Building and Neighborhood Services Department FY2017 budget.
Recommendation
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Staff recommends that the Board of Mayor and Aldermen acknowledge receiving this report of the sole-source purchase from Infor Public Sector, Inc. of Alpharetta, Georgia in the total amount of $30,000 for 25 Infor Field Inspector Work Management perpetual licenses and first year of support for the Building and Neighborhood Services Department. Purchasing Manager Brian Wilcox is of the opinion that the proposed sole-source purchase appears to be justified, and that the staff recommendation appears to be made in a fair and impartial manner based upon the information presented.