Manage preliminary real-time road closure vendor procurement process

[moorerst]

Need to get guidance on moving forward with vendor evaluations

3/30 - met with Ken and Dan w/ATD Finance

Provided overview of what the project is and what we want to accomplish:

• The high level goal of the project is to have suite of tools which enable City staff to manage notifications and push road closure notifications to the public and navigation app providers.

• This project has been scoped using Amanda as a possible solution however for various reasons it will not be viable solution.

• The stakeholder are now exploring a few different platforms for managing lane closures and related data.

• They have a list of vendors with software that may meet this need that they would like to explore

• I’m looking for some direction on what is the proper way to handle this. Can we contact 3 – 4 vendors provide them with some requirements and gather information on what they have to offer?

• We are having meetings with the various stakeholders (ROW, MMC, Office of Special Events) to gather their requirements.

• They are also interested in pursuing a Grant to help with the cost.

• They hope to encumber the funds for the project this fiscal year.

• They estimate the cost might be 120k – 150k

• I need to provide the procurement method and estimated timeline.

Discussion:

• Do we need to do a Request for Information (RFI)? - we would do this if we did not have enough information about what we needed and what is available in the marketplace. Since we have ample information NO RFI needed

• Will this be a Master Agreement (used year after year) - YES multi year MA

• Can this be a Sole Source - probably not

• We can proceed forward as a Solicitation need to complete the State of Work (template sent) needs to be complete by 4/18 - contact Ken if you have any questions submit to ATD Finance for review when ready they will forward to CTM Central Purchasing will have to go to Council that can take 5/6 months once this is a published solicitation cannot make contact with any vendors

• Applying for any Grants needs to be coordinated with Dan. It's COA policy that only grants that offered more than 25k can be considered.

[moorerst]

Emailed Darren with the information regarding applying for a grant. Response: Great! I believe the grant provides more than $25k (I recall reading something about covering 50% of the cost, which this would be a total reimbursement of $400-500k since the total cost can be about $800k-$1 million).

[moorerst]

Contacted CTM central purchasing to request a document which explains the steps and timeline for a solicitation. Received a document should outlines the RFP process double checking to see if the process is the same for RFP and Solitation

[moorerst]

Received the updated and formatted SOW draft from ATD Finance. There are a few outstanding questions in the SOW. Forwarded to Darren to review and provide a response to the questions. Once completed the SOW will be prepped for solicitation. Will ask ATD Finance for timeline and details on the solicitation process.

[moorerst]

Forwarded the updated SOW and vendor list to ATD Finance (Ken) One Network Mixon Hill Dot Maps

[moorerst]

Update from ATD Finance: – I submitted the last scope draft and price sheet to Central Purchasing last week. There is currently a delay in soliciting this as CTM (the Purchasing section that does software/tech purchases) has closed the request for new purchases until FY23 begins in October. I will be sure to let ATD’s purchasing rep from CTM know about this once the FY23 purchases open up.

Can you provide contact information, including a good email for the following vendors? They are not registered as vendors but we can still reach out to them; only upon award do they need to be registered:

• One Network • Dot Maps • Mixon Hill

Thanks, I’ll follow up when this starts moving.

Emailed update to Darren and Brian - also asked them for contact information for the 3 vendors. I'll review the information I have to see if I can find the contact information.

[moorerst]

per stakeholder FYI we also were able to secure funding for this, I believe it's $400k. I have to double check

[moorerst]

Provided ATD Finance contact information for the 3 vendors and also provided the funding code Per Darren Sure it’s 5125-2400-7783 with Object Code #5860.

It says there’s a total of $600k, but that’s a combination of $400k for Lane Closure GIS and $200k for Bulky Items Contractors.

We also discussed our budget with our ATD Finance. There also appears to be an additional $600k within the IT budget (same as DTS?) for Lane Closure GIS platform. I’m not sure what the FDU is within that budget.

PR 2022-02-3784 needs to be approved by my Supervisor. Asked ~Amenity~ Peggy via slack to review/approve the PR UPDATE ON FDU INFORMATION: USE DIFFERENT FDU

[amenity]

@maccallump @moorerst - any updates on this?

[amenity]

Ken B. from Finance's 11/23 email update:

I just spoke with CTM Purchasing; they are getting to solicit this shortly. I made sure they include all the vendors that Stephanie notified me about. I will keep you all updated on the process.

[amenity]

@moorerst is passing the torch to @TracyLinder, so I'm opening #10921 for the next steps.