Manatee County Government Administrative Center Honorable Patricia M. Glass Chambers, First Floor 9:00 a.m. - November 19, 2019
November 19, 2019 - Regular Meeting
Agenda Item #28

Agreement No. 19-R071014JE - Budget Management Software


Contact and/or Presenter Information

Contact: Jacob Erickson, Procurement Manager - Procurement Division, x3053

Presenter: Sheila Ballesteros, Senior Budget Manager - Financial Management Department, x3760

Action Requested
Authorization for the County Administrator, or designee, to execute a ten-year Agreement No. 19-R071014JE for Budget Management Software with OpenGov, Inc., for an aggregate not-to-exceed amount of $2,000,000.

Enabling/Regulating Authority
Manatee County Code of Laws

Background Discussion

On April 30, 2019, the County issued Request for Proposal (RFP) No. 19-R071014JE for the provision of budget management software. The awarded firm will provide a single unified budget management software system that manages the operating and capital budgets, salary and benefit projections, and long-range financial modeling while providing a two-way interface, calculations, alerts, workflow, and reporting tools in a cloud-based environment. Five proposals were received from the following firms, in alphabetical order:  

  • Adaptive Insights LLC - Pleasanton, CA
  • CherryRoad Technologies Inc. - Morris Plans, NJ
  • Mythics, Inc. - Virginia Beach, VA
  • OpenGov, Inc. - Redwood City, CA
  • Questica Ltd. - Huntington Beach, CA

The following firms were determined non-responsive/non-responsible: Adaptive Insights LLC, CherryRoad Technologies Inc., and Mythics, Inc.

The responsive and responsible proposals from OpenGov, Inc. and Questica Ltd. were evaluated based upon the criteria in the Request for Proposals. The evaluation committee first convened on June 27, 2019, and conducted technical evaluations. Demonstrations were conducted on August 21, 2019, with both firms. The evaluation committee reconvened on August 21, 2019, to conduct the final technical evaluations and unanimously agreed to recommend award to the top-ranked firm, Open Gov, Inc.

Based upon the agreed upon ten-year pricing structure, the aggregate total cost for the purchase, implementation, and on-going licenses (using current projections) is $1,689,968.88, which consists of annual payments based on the below schedule of payments:

Year 1 - $154,700.00

Year 2 - $158,000.00

Year 3 - $158,000.00

Year 4 - $158,000.00

Year 5 - $158,000.00

Year 6 - $165,110.00

Year 7 - $172,539.95

Year 8 - $180,304.25

Year 9 - $188,417.94

Year 10 - $196,896.75

However, due to the fluctuating and dynamic business demands of the County for financial management and budgeting, a contingency of approximately 18% is requested to allow the Financial Management Department the flexibility to address any unforeseen circumstances such as additional training, report creation, and system interface redesign throughout the term of the Agreement bringing the total not-to-exceed Agreement total to $2,000,000.

County Attorney Review
Formal Written Review (Opinion memo must be attached)

Explanation of Other

Reviewing Attorney

Instructions to Board Records

Original to Board Records.

Copies to:
OpenGov, Inc. - Matthew Stull (mstull@opengov.com)
Financial Management Department - Sheila Ballesteros (sheila.ballesteros@mymanatee.org)
Procurement Division - Jacob Erickson (jacob.erickson@mymanatee.org)

Cost and Funds Source Account Number and Name
$1,689,968.88 / 0010003300 - Financial Management Budget

Amount and Frequency of Recurring Costs

Attachment:  Agreement No. 19-R071014JE - CAO Response.pdf
Attachment:  Agreement No. 19-R071014JE - Budget Management Software.pdf