M E M O R A N D U M
To: Honorable Mayor and Town Council
From: Rafael G. Casals, ICMA-CM, CFM, Town Manager
Debra E. Eastman, CMC, Town Clerk
Date: August 26, 2020
Re: Selection of eScribe Software Ltd. for Agenda Management Solution
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REQUEST
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A RESOLUTION OF THE MAYOR AND TOWN COUNCIL OF THE TOWN OF CUTLER BAY, FLORIDA, APPROVING THE SELECTION OF eSCRIBE SOFTWARE LTD. TO PROVIDE AN AGENDA AND MEETING MANAGEMENT SOLUTION; PROVIDING FOR AUTHORIZATION; AND PROVIDING FOR AN EFFECTIVE DATE.
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BACKGROUND AND ANALYSIS
Granicus, Inc. has served as the Town’s vendor for agenda and meeting management solutions since 2013. The Town Clerk’s Office has provided Granicus with a list of on-going issues which have not been resolved in a timely manner. The current contract expires July 31, 2021. Working with the Town Attorney’s Office, the Town Manager has exercised the termination clause with Granicus to terminate the agreement with a month-to-month provision proposal through November 2020.
The Town of Miami Lakes performed a competitive bid process by issuing Request for Proposals (RFP) N0. 2018-36 (Attachment “A”). Subsequently, after reviewing the proposal received, the Town Manager recommended the selection of eScribe Software Ltd. On December 4, 2018, the Miami Lakes Town Council adopted Resolution No. 18-1576 selecting eScribe Software Ltd. for Agenda Management Software (Attachment “B”).
In accordance with Article II, Division 3, Section 24-67 of the Town Code of Ordinances (the “Purchasing Ordinance”), the Town intends to select the prices submitted through the competitive bidding process as performed by the Town of Miami Lakes (RFP No. 2018-36), Agenda Management Software as described by the meeting management solution proposal and price quotes attached hereto (Attachment “C”).
As you are aware, the Town recently launched a new website with focus on ADA Compliance. The same focus is being addressed in finding a new Agenda Management Software, along with other features and cost saving. eScribe Software Ltd.’s proposal addresses our concerns and adds other efficiencies and transparencies such as live video and recording of meetings, live closed captioning, vote manager, along with a request to speak module and excellent customer service. The proposal includes the conversion and migration of data from archived meetings. eScribe has successfully migrated data from Granicus to the eScribe’s platform from other municipalities and have developed a tool to provide that service efficiently and with no data lost.
The eScribe proposal provides the Town with more services and functionality at lower cost. A savings of over $15,000 in year one (1) and more each of the next five (5) years, a six (6) year agreement with no price increases and to assist with the cost of conversion a onetime discount of two months free (Total Cost Savings: $4,892), if the agreement is signed by August 31, 2020.
RECOMMENDATION
It is recommended that the Town Council approve the attached Resolution, approving the selection of eScribe Software Ltd. To provide an agenda and meeting management solution and authorizing the Town Manager to negotiate and enter into an agreement with the vendor, in accordance with the pricing set forth in the attached proposal and price quote.
ATTACHMENT(S)
Ø Attachment “A” - Town of Miami Lakes RFP 2018-36
Ø Attachment “B” - Town of Miami Lakes Resolution No. 18-1576
Ø Attachment “C” - eScribe Meeting Management Solution Proposal