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AGENDA ITEM REVIEW FORM
6.A.
Regular City Council Meeting
Meeting Date:
05/28/2025
Department Head:
Roula Encinas
Submitted By:
Roula Encinas, Director of Finance, Finance Department
Action Requested:
Motion

ITEM:

Discussion and possible action on any and all matters regarding the investment in OpenGov's Procurement & Contract Management suite through Vertosoft to modernize and streamline the City of San Luis's procurement operations.  (Roula Encinas, Director of Finance and Ryan King, Account Executive of OpenGov)

SUMMARY:

The Department of Finance is requesting Council's approval for a 3-year term service with OpenGov to modernize and streamline the City’s procurement and contract management processes. Currently, procurement is decentralized, involving manual work. This new platform will centralize purchasing, reduce paperwork, and increase efficiency through templates, automated workflows, and real-time tracking tools.

OpenGov’s Procurement & Contract Management suite includes the following:
  • Supplier Engagement, Evaluation, & Award Solution
  • Solicitation Development Solution
  • Contract Management Solution
  • Implementation Training and Customer Support

The system will notify thousands of vendors—including local, regional, and disadvantaged businesses—based on selected categories, expanding vendor outreach. It will help staff stay audit-ready by tracking approvals and activity, support compliance with policies, and improve oversight by tracking vendor performance. It also offers tools for tracking contract deadlines, renewals, and insurance documents, with alerts to avoid missed milestones.

Additionally, the City can choose to make bid results and award decisions publicly through an optional portal, increasing transparency and public trust. Real-time dashboards and reports will give leadership better insight into spending, timelines, and vendor engagement.

This investment supports the City’s goals for a more modern, efficient, and transparent procurement process. Staff recommends moving forward with the OpenGov platform to meet both immediate needs and long-term operational goals for the amount of $149,150.00 for the 3-year term service using Sourcewell contract: 060624-VTO under the authority of the City of San Luis Procurement Code 3.05.090, Cooperative Purchasing.

RECOMMENDATION / SUGGESTED MOTION:

I MOVE TO APPROVE THE PURCHASE OF OPENGOV'S PROCUREMENT & CONTRACT MANAGEMENT SUITE THROUGH VERTOSOFT IN THE AMOUNT OF $149,150.00 FOR A 3-YEAR TERM SERVICE AND AUTHORIZE THE BUDGET TRANSFER AS STATED IN THE FISCAL IMPACT OF THIS AGENDA ITEM FOR THE EXPENSES IN FY2025.  

Fiscal Impact

IS THERE FISCAL IMPACT ASSOCIATED WITH THIS ITEM:
Yes
CITY/STATE/FEDERAL FUNDS:
Yes
TOTAL:
$149,150.00 for the 3-years term service including sales tax plus the implementation cost
BUDGETED AMOUNT:
0
AVAILABLE AMOUNT TO TRANSFER:
$25,100.00
ACCT NAME & GL#/REMAINING BALANCE BEFORE PURCHASE:
100-120-70040 Software Support - Remaining Balance $ 14,999.00

FISCAL IMPACT STATEMENT (IF THIS IS A BUDGET TRANSFER, YOU MUST ATTACH THE BUDGET ADJUSTMENT FORM):

The Finance department is asking the City Council to approve and authorize a budget transfer to cover the cost of the implementation fee in the amount of $40,050.00 for FY2025 in addition to the 3-year term service as estimated for FY2026, $35,000.00, FY2027 $36,100.00, and FY2028 $38,000.00.
From:
100-120-50000 Salaries 10,000.00
100-120-50125 Medical Insurance 10,100.00
100-120-80001 Professional Services 5,000.00
To:
100-120-70040 Software Support 25,100.00



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