Title
Approval of Services Agreement No. AGR23-47 with Sherpa Government Solutions LLC, in the Amount of $1,244,053.46 plus applicable Gross Receipts Tax for Electronic Bidding, Sourcing, and Contracting Software
Recommended Action
I move that Council approve Services Agreement No. AGR23-47 with Sherpa Government Solutions LLC in the Amount of $1,244,053.46 plus applicable Gross Receipts Tax for Electronic Bidding, Sourcing, and Contracting Software.
County Manager's Recommendation
The County Manager recommends that Council approve the motion as presented.
Body
The County advertised a formal competitive solicitation for Electronic Bidding, Sourcing, and Contracting Software through RFP No. 23-47. Five (5) responses were received, and the evaluation committee is recommending award to Sherpa Government Solutions LLC.
Upon Council approval, the term of the Agreement shall commence on November 13, 2024, and continue for a fifteen-year term through November 12, 2039, unless sooner terminated.
The implementation of Electronic Bidding, Sourcing, and Contracting Software would benefit suppliers, the public, and the County and improve procurement process efficiency and transparency in multiple ways.
Electronic bidding software systems improve supplier information management and communication. They streamline the bid submission process for the supplier. They support broader competition by providing a comprehensive vendor database and increase transparency of the procurement process. They provide reporting and data analysis tools to help define benchmarks, and assess performance compared to benchmarks from prior years or to similar purchases.
Other municipalities throughout New Mexico, including the Cities of Albuquerque, Taos, and Las Cruces, currently utilize electronic bidding software systems.
Alternatives
Council could choose not to approve the agreement, in which case, the County would continue to use its current procurement processes.
Fiscal and Staff Impact/Planned Item
The total not-to-exceed compensation amount of the Agreement, $1,244,053.46, includes licensing and implementation fees and potential optional products, functionality, and services the County may request for the fifteen-year term of the Agreement. $50,000.00 has been budgeted for Year 1 implementation and license fees. Year 1 implementation and license fees total $31,900.00. Should the County request any of the optional products, functionality, and services, as described in the Agreement, during Year 1, a remaining budget amount of $18,100.00 would be available to include those during implementation. A more detailed breakdown of costs is available in Section I and Exhibit A of the attached Agreement.
Attachments
A - AGR23-47 Sherpa Government Solutions LLC