03.02.21 Work Session - Laserfiche WebLink

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City Council Meeting Minutes March 2, 2021 — Up to 6 months for Request for Proposal (RFP) — 2-3 months for cooperative contracting Ms. Williams briefly explained how contract extensions/renewals are handled administratively. Purchasing and Contract Staff to update the financial system with 6 -month contract renewal alerts for contracts $50,000 and higher • P&C to maintain and manage manual tickler system • Department Contract Administrator to maintain method of monitoring contracts • P&C (based on confirmation from Department) will initiate and execute contract extension or terminate contract, if needed • Agenda Request to include extended terms to maintain operations and provide core services • Report to Council quarterly or bi-annually status of contract renewals exceeding $50k (proposed based on Council Direction) The purpose is to continue providing our citizens with core services and maintain municipal operations, many services agreements require extended terms or durations. Authorization for Council approval is requested for extended terms is common and provides staff with ability to monitor and administer optional renewal terms to continue business operations and services. Also noted is that extended durations or optional renewal terms provide the City with continuity of costs and services, builds vendor relationships, and provides a better value to the City. Deputy Mayor Pro Tem Scott thanked Council for putting this information together. Mr. Lumbreras stated this discussion stemmed from the City's long-standing contracts and helped with the review of the City's process. Council Member Baker expressed interest in getting notification more than a year in advance on large contracts. Mr. Baker inquired about cooperative agreements and asked if local vendors receiver preference or is always the lowest price point? He would like to ensure local vendors are included and considered in the process. Ms. Williams stated any cooperative agreement can be put out for bid and price is the main factor. If the City goes out for a Request For Proposal (RFP) and it is a weighted criteria system, then proximity council be included if that is the desire of the Council. Ms. Williams stated this is currently not considered in these agreements. Council discussed the differences in Request for Proposal and Bidding, the City of San Marcos Page 4