Title
E-Procurement System and Related Services
Action
Action:
A. Authorize the City Manager to negotiate and execute a contract with Periscope Holding Inc. to provide, implement, and maintain an E-Procurement System for a term of five years,
B. Authorize the City Manager to renew the contract for up to five, one-year terms with possible price adjustments and to amend the contract consistent with the purpose for which the contract was approved,
C. Authorize the City Manager to purchase additional software licenses, services, hardware, maintenance, and support as required to maintain the system for as long as the city uses the system, and
D. Authorize the City Manager to negotiate and execute various other contracts that support the E-Procurement system for services such as third-party applications, software implementation, change management, data conversion, hardware, and other specialized implementation, training, consulting, or support services.
Body
Staff Resource(s):
Cheryl Wright, Contracting and Procurement
John Long, Contracting and Procurement
Explanation
§ The city is implementing an E-Procurement solution for use by the entire organization to ensure efficiency, compliance, transparency, and equity in the procurement process. The new E-Procurement system will automate complex processes, offering a faster, more user-friendly experience for suppliers and city stakeholders.
§ On July 23, 2025, the city issued a Request for Proposals (RFP); sixteen responses were received.
§ Periscope Holdings Inc. best meets the city’s needs in terms of qualifications, experience, cost, and responsiveness to RFP requirements.
§ At renewal, potential price adjustments may be considered based on legitimate and justified increases in the cost of doing business. The ability to consider price adjustments also allows the city to accept decreases, if warranted.
§ Initial one-time expenditures are estimated to be $2,294,870, and total annual expenditures for years two through 10 are estimated to be $4,335,966.
Charlotte Business INClusion
The city negotiates contract participation after the proposal selection process. Periscope Holding Inc. has committed 20.00% ($303,974) of the professional services portion of the contract ($1,519,870) to the following certified firm(s):
§ Texcido LLC (MBE, SBE) ($303,974) (business analysis, implementation, testing)
Fiscal Note
Funding: I&T Operating Budget and General Capital Investment Plan