Title
Online Solicitation and Contract Management Services
History
In 2020, the Village entered into a contract with BidNet Direct for online solicitation and contract management services. In 2023, additional services were added, and the agreement was extended for an additional three-year term. Since implementation, the Village has benefited from multiple database enhancements and expanded features, including the ability to download bids and proposals in bulk and create electronic unit price sheets and pricing modules for solicitations, improving efficiency and convenience for both staff and vendors.
The Village has invested significant time and resources on implementing the system, as well as training and retraining staff, including training of new employees and educating them on the platform and related procurement processes. Given the continued system enhancements, operational efficiencies, and the Village's investment in implementation and training, staff recommends extending the agreement with International Data Base Corp. d/b/a BidNet as a sole source provider for an initial three-year term at a cost of $17,360.09 for Year 1, $18,228.10 for Year 2, and $19,139.50 for Year 3, with the option to renew for two (2) additional one-year terms at $20,096.47 for Year 4 and $21,101.30 for Year 5, at the Village's discretion.
The proposed pricing also includes five (5) additional RFX Contract Management licenses beyond the Village's current licensing package. These additional licenses will allow designated employees to enter contracts into the system and manage their contracts directly within the platform, improving contract administration, oversight, and departmental efficiency. Currently, the Village has a limited number of available licenses, which has created challenges as additional employees have contract management responsibilities. Expanding the number of licenses will better support the Village's operational needs and continued growth of the contract management program.
Financial Impact
The cost of these services has been budgeted. The total annual cost is $17,360.09 for the first year, increasing annually for a total cost of $54,727.69 over the initial three-year term. If the Village elects to exercise all optional renewal terms, the total contract value will be $95,925.46.
Recommended Action/Motion
I move to approve the execution of a vendor contract with International Data Base Corp. d/b/a BidNet for online contract and solicitation management services; as fully presented;
(full motion not to be read)
I move to approve the waiver of the competitive bid process and authorize the approval and execution of a vendor contract with sole source provider International Data Base Corp., d/b/a Bidnet, for Online Solicitation and Contract Management Services for an initial term of three years at an initial cost of $17,360.09 for year 1, $18,228.10 for year 2, $19,139.50 for year three, and with the option to renew for two (2) 1-year terms at the Village’s discretion, with the first option year cost of $20,096.47 for year 4, and the second option year cost of $21,101.30 for year 5, for a not-to exceed initial price of $54,727.69, and total not-to-exceed contractual price of $95,925.46.
AND
Authorize the Village Manager to execute all related contracts, subject to Village Attorney review.