Calls with CTM purchasing

[amenity]

Objective

Having prepared SOW and requirements, run by CTM purchasing to determine next steps.

[amenity]

7/11/19 Call

DTS: Teri, Amenity, John CTM Purchasing: Jim Howard

Walked through requirements spreadsheet, Jim thought it looked solid, was going to check to see if NCPA was a possibility (coops are added to the list frequently)

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7/12/19 Call

DTS: Teri, Amenity CTM Purchasing: Dan Dellemonache

Potential routes forward

Procure platform through coop

• Process
  • Email RFP to vendors, give them a month
  • We do evaluations in 2 weeks
  • Submit materials council for review
• Teri has already reviewed approved coops but hasn't found any with viable transportation vendors, so this will only be an option if NCPA has been added recently
• Dan doesn't think that we will make it in time for December even if we find a coop that works, so might need to extend an additional year with Passport

Amend current Passport contract

RPP services are close enough to current kiosk services that shouldn't be problem amending existing contract to include residential permit solution

• Process

  • Remove all non-RPP-related items from requirements and SOW
  • Get quote from Passport for adding on RPP solution
  • Submit to council for review

• ~Typically contracts can be amended up to 20%… if quote came back as less than that we could argue that we don't need to submit to council~ Checked with Dan and the threshold is $60,999.99/year even if it's less than 20%

• Need to keep in mind that we will need to do competitive bid next year and if Passport isn't awarded new contract we will have to switch platforms (probably right as we get everything configured, staff trained, etc.)

Formal solicitation

If can't find a coop, going to have to do a formal RFP solicitation, typically 6-12 months. Dave shared this overview of the process as well as example docs.

Submitting for council review

• Required documents

  • SOW
  • Vendor quote
  • Draft RCA

• Two month lead time, see CTM Purchasing RCA Deadlines

  • 7/25 submission for Council review 10/3
  • 8/8 submission for Council review 10/17
  • 9/5 submission for Council review 11/14
  • 9/19 submission for Council review 12/5

Next steps

• Dan will look into NCPA
• Dan will look into amendment
• Amenity will update stakeholders
• Teri will find out who at ATD writes RCA