TO: Honorable Mayor & Members of the North Port Commission
FROM: A. Jerome Fletcher II, ICMA-CM, MPA, City Manager
TITLE: Approve the Sarasota County Governmental Management System (GovMax) Hosted Application Service and License Agreement Between the City of North Port, Florida, and Sarasota County, Florida, for the County's Continued Provision of Hosting Services for the City of North Port's GovMax Budgeting Program for a Five-Year Term for an Initial Annual Fee of $29,851.31.
Recommended Action
Approve the Sarasota County Governmental Management System (GovMax) Hosted Application Service and License Agreement Between the City of North Port, Florida, and Sarasota County, Florida, for the County's Continued Provision of Hosting Services for the City of North Port's GovMax Program for a Five-Year Term for an Initial Annual Fee of $29,851.31.
Background Information
GovMax is a vital tool used by the City’s Finance Department and other City Departments for the preparation of the City’s Annual Budget. The following provides a chronological order of events regarding the Sarasota County Governmental Management System (GovMax) Hosted Application Service and License Agreement Between the City of North Port, Florida, and Sarasota County, Florida, for the County's Continued Provision of Hosting Services for the City of North Port's GovMax Program:
Ø January 22, 2019: During the City Commission Regular Meeting, the Commission approved Agreement No. CAC2019-0106, the Sarasota County Governmental Management System (GovMax) Hosted Application Service and License Agreement Between the City of North Port, Florida, and Sarasota County, Florida, for the County's Continued Provision of Hosting Services for the City of North Port's GovMax Program. This original Agreement was for a five-year term with a renewal option of up to one additional one-year period subject to written agreement of both parties.
Ø February 27, 2024: During the City Commission Regular Meeting, the Commission approved Amendment No. 1 to Agreement No. CAC2019-0106, the Sarasota County Governmental Management System (GovMax) Hosted Application Service and License Agreement Between the City of North Port, Florida, and Sarasota County, Florida, for the County's Continued Provision of Hosting Services for the City of North Port's GovMax Program for the Term of One-Year in an Amount Not to Exceed $28,981.85.
The term of the proposed Agreement shall commence on February 22, 2025, and shall continue for an initial term of five years, with a renewal option of up to one additional one-year period subject to written agreement of both parties.
The Sarasota County Governmental Management System (GovMax) Hosted Application Service and License Agreement has been reviewed by the Interim City Attorney and is legally correct as to form.
Strategic Plan
Efficient and Effective Government
Financial Impact
The initial annual fee is $29,851.31, and the subsequent years fee shall be increased annually by three percent (3%) of the preceding year’s annual fee. This fee has been included in the approved City Manager, Information Technology Division Budget for Fiscal Year 2024-2025, account number 001-0710-516-54-00.
Procurement
This purchase is exempt from competition per Sec. 2-403 (a) (2) of the Procurement Code as it is a procurement contract between the City and another government. The appropriate form has been included via attachment.
Attachments:
1. Hosted Application Service and License Agreement
2. Competitive Exemption Form
Prepared by: Tiffany Fowler Accountant III
Department Director: Kimberly Williams, Finance Director
Background Information
The original Agreement No. CAC2019-0106 was presented and approved by Commission on January 22, 2019. The original Agreement was for a 5-year term with a renewal option of up to one additional one-year period subject to written agreement of both parties. Amendment No. 1 to Agreement No. CAC2019-0106 was the additional one-year period referenced in the Agreement in the amount not to exceed $28,981.85.
The term of this agreement shall commence on February 22, 2025, by both parties. It shall continue for an initial term of five years, with a renewal option of up to one additional one-year period subject to written agreement of both parties. GovMax is a vital tool used by Finance and the Departments for the preparation of the City’s Annual Budget. The Sarasota County Governmental Management System (GovMax) Hosted Application Service and License Agreement has been reviewed by the City Attorney and is legally correct as to form.
Strategic Plan
Efficient and Effective Government
Financial Impact
The initial annual fee is $29,851.31, and the subsequent years fee shall be increased annually by three percent (3%) of the preceding year’s annual fee. This fee has been included in the approved City Manager, Information Technology Division Budget for Fiscal Year 2024-2025, and the account number 001-0710-516-54-00.
Procurement
This purchase is exempt from competition per Sec. 2-403 (a) (2) of the procurement code as it is a procurement contract between the City and another government. The appropriate form has been included via attachment.
Attachments:
3. Sarasota County Governmental Management System (GovMax) Hosted Application Service and License Agreement
4. Competitive Exemption Form
Prepared by: Tiffany Fowler Accountant III
Department Director: Kimberly Williams, Finance Director