HomeMy WebLinkAbout20 OpenGov Procurement SoftwareMEETING DATE:
PREPARED BY:
REQUEST:
STAFF REPORT
CITY OF PALM DESERT
ADMINISTRATIVE SERVICES DIVISION
December 16, 2021
Lori Carney, Director of Administrative Services
Approve the purchase of the OpenGov Procurement software
platform for online bidding and contract management for a first -year
price of $37,191
Recommendation
By Minute Motion:
1. Approve the purchase of OpenGov Procurement software for a total first year
cost of $37,191 (annual subscription of $24,056 and set up/training of $13,135);
2. Authorize the Information Systems Manager to add this service to the annual
software subscriptions, at $24,056 annually for the first year; and
3. Authorize the City Manager to take any actions needed to effectuate the order
and implementation of the software platform.
Strategic Plan
This request represents routine administrative business of the City; there is no specific
Strategic Plan objective to associate.
Background Analysis
In February 2019 the City implemented electronic bidding using the PlanetBids software
platform, entering into a three-year agreement which expires in February 2022. In
advance of the expiration of the PlanetBids agreement, staff has studied the performance
of PlanetBids as a tool for staff and prospective bidders. While the tool greatly improved
the City's efficiency in bidding in 2019, it no longer meets all the needs of our changing
environment. The interface is dated and can be difficult for unsophisticated bidders to
navigate. It also has restrictive licensing conventions, limiting the number of authorized
users in the City and hampering efficiency within user departments.
In addition to reviewing the PlanetBids software platform, staff has been looking at all
procurement processes with an eye towards increasing efficiency, collaboration, and
transparency. This led us to look for other potential solutions.
December 16, 2021 - Staff Report
Approve Purchase of OpenGov Procurement
Page 2of3
Staff was looking for a solution that would empower the City to manage and automate the
complete process for developing and collaborating on all purchasing projects from
request to award. In particular, a solution that includes:
• Collaboration
o Intake Management
o Request for Proposal/Qualifications & Invitation for Bid Authoring
o Approvals Workflow
• Sourcing
o Online Evaluations
o Electronic Bidding
o Vendor Management (in cooperation with Munis)
• Contract
o Contract Template Management
o Contract Clause Management
o Transparency Portal
One of the key drivers in this research was finding a firm that could provide a fully
integrated procurement module that would be intuitive and easy to learn for internal users
and our vendors. It was also extremely important to find a solution that has exemplary
customer service that supported internal and external users, side -by -side support in
building a smarter more automated procurement process, and agile enough to make
changes to the software as requested by the customer without undue expenditures.
The City has an existing relationship with OpenGov for their Budget Builder and Budget
Book products and has found their products to be intuitive for new users, transparent for
the public and customizable to the City's needs. Staff has found them to be responsive
and proactive in resolving software issues and in making suggested improvements.
After thorough evaluation of the information provided during the market research
presentations, OpenGov Procurement became the obvious best fit for the City for the
following reasons:
• Cloud -based solution not priced by license.
• Have current customers on the same City web platform.
• High level of encrypted security.
• Prior experience in government (procurement).
• Continuous group and individual training access.
• Update software with customer requests in a timely manner and at no additional
cost.
• Consistency of required compliance language within the solicitations by mandating
the language that is necessary.
December 16, 2021 - Staff Report
Approve Purchase of OpenGov Procurement
Page 3 of 3
• Design the evaluation process language for RFP/RFQs and ITB — leveraging that
to automate electronic scoring and solicitation tabulation.
• Create electronic solicitation table allowing vendors to easily understand how the
City wants them to respond that is fair, objective and transparent resulting in finding
the best value and/or lowest price.
• Live support and live collaboration tools for both the bidders and internal teams
Staff recommends the City transition from PlanetBids to OpenGov Procurement,
beginning in January 2022, with 60 days of concurrent products to allow for existing
projects to complete the bidding process, while new projects are started on the OpenGov
platform.
OpenGov Procurement will replace the existing PlanetBids software at a comparable price.
PlanetBids is currently $25,000 annually with a limited number of users (currently just 2 fully
licensed users and 5 "read only" users), while OpenGov provides unlimited users, contract
and RFP template management, and a more user friendly interface for $24,056 annually.
There is a one-time professional services fee of $13,135 for set-up and training, which
includes setting up contract templates, alleviating the need to purchase a separate software
product for this feature.
Fiscal Analysis
The first -year cost is $37,191, and $24,056 annually thereafter.
Information Technology Software and Maintenance Account No.
LEGAL REVIEW DEPT. REVIEW FINANCIAL
REVIEW
N/A Lo-ri/Carney
Robert W. Hargreaves
City Attorney
Lori Carney
Director of Administrative
Services
L. Todd Hileman, City Manager:
ATTACHMENTS:
Janet Moore
Director of Finance
L . Todd Hil ew0w
1) OpenGov Proposal/Price Sheet
2) OpenGov product description materials
Funds are available in the
1104190-4336000.
ASSISTANT
CITY MANAGER
Andy Firestine
Andy Firestine
Assistant City
Manager
CITY COUNCIL4CTION
APPROVEDDENIED
RECEIVED OTHER
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VERIFIED BY. NIA 1 srs
Original on File with City Clerk's Office
OPENGOV
OpenGov Inc.
PO Box 41340
San Jose, CA 95160
United States
Order Number: Q002700 Prepared By: Andrew Kercado
Created On: 11/15/2021 Email: akercado@opengov.com
Quote Expiration Date: 11/30/2021 Contract Term: 12 Months
Subscription Start Date: 11/15/2021
Subscription End Date: 11/14/2022
ICustomer Information
Customer: City of Palm Desert, CA
Bill To/Ship To: 79939 Swansea Ave, Indio,
California 92203
United States
Contact Name: Lori Carney
Email: lcarney@cityofpalmdesert.org
Phone:
IOrder Details
Billing Frequency: Annual
SOFTWARE SERVICES:
Payment Terms: Net 30
Product / Service
Start Date
End Date
Annual Fee
OpenGov Procurement
PROFESSIONAL SERVICES:
11/15/2021
11/14/2022
Software Annual Total:
$24,056.00
$24,056.00
Product / Service
Start Date
Total Amount
Professional Services Deployment - Prepaid
11/15/2021 $13,135.00
Services Total Amount:
$13,135.00
Order Form Legal Terms
Welcome to OpenGov! Thanks for using our Software Services. This Order Form is entered into between OpenGov, Inc., with its principal place of
business at PO Box 41340, San Jose, CA 95160 ("OpenGov"), and you, the entity identified above ("Customer"), as of the Effective Date. This
Order Form includes and incorporates the OpenGov Software Services Agreement ("SSA") attached, or if no such SSA is attached, the SSA
available at https://opengov.com/terms-of-service and the applicable Statement of Work ("SOW") incorporated herein in the event Professional
Services are purchased. The Order Form, SSA and SOW shall hereafter be referred to as the "Agreement". Unless otherwise specified above, fees
for the Software Services and Professional Services shall be due and payable, in advance, on the Effective Date. By signing this Agreement,
Customer acknowledges that it has reviewed, and agrees to be legally bound by, the OpenGov Terms and Conditions. Each party's acceptance of
this Agreement is conditional upon the other's acceptance of the terms in the Agreement to the exclusion of all other terms.
City of Palm Desert, CA OpenGov, Inc.
Signature: Signature:
Name: Name:
Title: Title:
Sign Date: Countersign Date:
https://opengov.com I 1
OPENGOV
Statement of Work
City of Palm Desert, CA
Created by: Kate Viviano
Creation Date:11/01/2021
Document Number: DD-02139
Version Number: 2
Overview 2
Preamble 2
Methodology 3
Project Initiation 3
Best Practice Review 4
Configuration 4
Validation 4
Deploy 5
Project Completion 5
Project Schedule
Estimated Project Timeline
Roles and Responsibilities
Roles and Responsibilities Matrix
5
6
6
6
Governance 8
Regular Communication Components 9
Commitment to Project Direction and Goals 10
Escalation Process 10
Process 10
Escalation Requirements 11
Documentation 11
General Project Commitments 11
Project Scope
OpenGov Procurement Suite
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Procurement Suite Project Deliverables 12
Project Tasks 13
Initiate 13
Configure 14
Validation 16
Deployment 16
Acceptance 17
Acceptance Process 17
Acceptance Requirements 18
Change Management 19
1. Overview
1.1. Preamble
This Statement of Work ("SOW") identifies services that OpenGov, Inc. ("OpenGov" or "we")
will perform for City of Palm Desert ("Customer" or "you") pursuant to that order for
Professional Services entered into between OpenGov and the Customer ("Order Form")
which references the Software Services Agreement or other applicable agreement entered
into by the parties (the "Agreement").
• Customer's use of the Professional Services are governed by the Agreement and not
this SOW.
• Upon execution of the Order Form or other documentation referencing the SOW, this
SOW shall be incorporated by reference into the Agreement.
• In the event of any inconsistency or conflict between the terms and conditions of this
SOW and the Agreement, the terms and conditions of this SOW shall govern with
respect to the subject matter of this SOW only. Unless otherwise defined herein,
capitalized terms used in this SOW shall have the meaning defined in the Agreement.
• This SOW may not be modified or amended except in a written agreement signed by
a duly authorized representative of each party.
• openGov will be deployed as is, Customer has access to all functionality available in
the current release.
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OpenGov Implementation Methodology
Initiation
Initiation
Key Activities:
Introductions. project plan
review. establish charter
and plan timelines
Key Work Products: Roles
and responsibilities
Overview, Project Plan.
Charter and Schedule
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Best Practices Review
Configuration
Best Practice Review
Key Activities: Learning and application of Best
Practices, Hands-on Workshops. Adman Training
Key Work Products: Document Request
Checklists. Solution Recommendation, Data Map,
Solution Document
Configuration
Key Activities: Application and Solution
Configuration, Initial Data Migration
Key Work Products: Solution Configuration, Peer
Review, Solution Document
Validation
Validation
Key Activities:
Configuration Review,
User Acceptance Testing,
Data Confirmation, User
Training
Key Work Products: Data
Validation, Customer
Review
Deploy
Go Live
Key Acttvltles: System
In use
Key Work Products:
Protect Documentation
Project
Completion
Project Completion
Key Activities: Final
Acceptance, Transition to
Customer Success
Manager and Technical
Support, Feedback survey
Key Work Products: Project
0 Acceptance, Transition
MONITOR AND CONTROL
Stakeholder engagement and metrics for success
2. Methodology
OpenGov's deployment methodology, often referred to as the OpenGov Way ("OG Way"),
delivers on OpenGov's mission to power more effective and accountable governments. 'It is
an innovative, modern, and iterative approach that leads our customers to successfully
deploy our products and help them successfully achieve their vision. The OG Way
differentiates itself in the market by its foundation of customer empowerment. We rely on
our years of experience working with governments, leading in governments, and leveraging
best practices from the public and private sector in order to coach our customers through
the change management needed to leverage our best practices and quality software. This
methodology requires a degree of focus and engagement to ensure collaboration between
both parties to produce the desired results in a timely manner. We look forward to our
partnership and can't wait to show you how The OG Way will improve the way you do
business and the services you're able to provide to your citizens!
Project Initiation
During project initiation, we will introduce project resources, review the products and
services purchased, finalize project timelines, and conduct the kickoff meeting. Both
OpenGov and Customer are responsible for assigning their Project Managers for the
project. We will hold a planning meeting to review all project documents OpenGov has
received to date. We'II also provide additional worksheets that need to be included. We'II
set-up meetings to finalize the project plan and ensure there is a centralized location for
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these documents to be stored for collaboration. Lastly, we'll determine the date for the
larger kickoff meeting and discuss the agenda for this critical meeting.
Best Practice Review
• OpenGov will provide your team with access to OG University and OpenGov's
Resource Center so that you can start learning.
• Provided checklists with samples of data and information that we'll need completed.
We will obtain all data and integration information at this time in our standard format.
• We will review your agency -specific documents to validate your business
requirements.
• We will then coach you on our best practices by showing you how our tool works in
the most effective manner.
• Based on our best practices review, we'll make solution recommendations based on
our domain expertise.
• We'II align with your team based on our understanding of your operating processes
based on technical requirements and product functionality.
• We'II review all data and integration requirements. A data map will be mutually
agreed upon and signed off on by Customer.
• We'll present a solution document to be mutually agreed upon prior to starting the
configuration.
Configuration
• We will set-up the base configuration based on the mutually agreed upon solution
document.
• We will mutually configure the use cases based on the mutually agreed upon solution
document.
• We will migrate your data based on our mutually agreed upon data map.
Validation
• Review the completed work performed during configuration.
• The appropriate members of the Customer project team will confirm that the
solution has been configured correctly based on the solution and data mapping
documents by testing the use of the solution.
• Training will be provided based on the selected package, or as set forth herein.
• Any items that were configured or migrated incorrectly based on the data map and
solution document will be tracked via an issue log. We will work with your team to
identify deployment critical issues that will be worked out prior to launch. If the item
is not included in the mutually agreed upon data map and solution document, a
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mutually agreed upon change order will be discussed as defined in Section 10
Change Management of this SOW.
• The exit criteria for this phase is the sign off by the Customer's Project Manager of
the configuration based on the mutually agreed upon solution and data map as
defined in Section 9 Acceptance of this SOW.
Deploy
• The solution is usable by Customer.
Project Completion
• Customer is sent a project acceptance form to sign as defined in Section 9
Acceptance of this SOW.
• Customer will be asked to respond to a brief survey to provide feedback about the
experience.
• Customer is introduced to Customer Support and educated on how to engage with
customer support based on Customer's procured package.
3. Project Schedule
OpenGov will schedule resources for this project upon signature of the order form. Unless
specifically noted, the OpenGov assigned project manager (as identified below or such
alternate designated by OpenGov, the "OpenGov Project Manager") will work with Customer
Project Manager to develop the project schedule for all requested deliverables under this
SOW. OpenGov reserves the right to adjust the schedule based on the availability of
OpenGov resources and/or Customer resources, and the timeliness of deliverables provided
by the Customer.
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3.1. Estimated Project Timeline
Procurement Sample Timeline
■
Initiate
Configuration
Training
GoLive
Supplier Engagement, Additional Training
Evaluation, & Award Solution Additional GoLive
Initiate
Configuration
GoLive
Solicitation Development Training
Solution Addititional GoLive
Initiate
Configuration
Training
Contract Management Solution I GoLive
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M2 M3
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4. Roles and Responsibilities
4.1. Roles and Responsibilities Matrix
OpenGov
Role
Role Description
Executive Sponsor
("ES")
Project Manager
("PM")
Responsible for ensuring alignment on project value proposition
and vision. Escalation point for Customer Executive Sponsor to
mitigate any risks that the project team cannot resolve. Executive
Sponsor attends monthly (or other frequency) executive
meetings to review deployment status, documented issue list,
status and closure summary.
Responsible for the delivery of the professional services based
upon the agreed upon contract and SOW within the budgeted
hours and timeframe. Ensures the project is properly forecasted,
assigns tasks/resources, and tracks toward project completion.
Holds executive steering committee meetings and/or quarterly
business reviews as appropriate to ensure project issues are
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Analyst ("IA")
Subject Matter
Expert ("SME")
Integration Engineer
("I E")
Account Executive
("AE")
Customer Manager
("CM")
® OPENGOV
properly escalated and success is achieved. Facilitates the
transition to support.
Responsible for helping Customer configure OpenGov's product
suites as assigned. The Analyst is the primary consultant,
guiding Customer through configuration working sessions to put
together successful workflows.
OpenGov Subject Matter Experts ("SMEs") will engage in
strategy, design, and execution discussions internally and with
Customer during the deployment. The SME has a specific area of
expertise, and depending on the scope of the project more than
one SME may engage. The SME will not be on all working
sessions, but will be involved per the direction of the OpenGov
Project Manager.
Responsible for migrations, conversions, and integrations as
assigned. Responsible for providing clear direction on
specifications to ensure proper delivery of migration,
conversions, and integrations. Clear data mapping and data
validation to be provided with customer sign -offs obtained by the
OpenGov Project Manager.
The Account Executive is responsible for the sales cycle. Aligning
on program vision, value proposition, and contract terms. The
Account Executive will facilitate project kickoff along with the
OpenGov Project Manager. The Account Executive will be
engaged with the customer throughout their journey with
OpenGov, post -deployment and beyond.
The Customer Manager ("CM") is the primary customer
relationship holder post -Deploy. The "Air Traffic Controller" or
"Quarterback" of OpenGov resources with focus on long term
success of Customer's partnership with OpenGov. The CM will
engage with Customer to discuss adoption strategy and conduct
periodic reviews to ensure Customer's key stakeholders
understand all OpenGov offerings and how they align to key
Customer priorities. The CM will be introduced at deployment
kick-off, but will not be an active participant in deployment
working sessions. As the deployment approaches closure, the
CM's engagement will ramp -up, and the OpenGov Project
Manager to CM meeting with Customer will occur prior to Project
Completion.
Customer
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Role Role Description
Budget Owner ("BO") The Customer Budget Owner commits the funds to the project
deployment, assesses the value to the cost (ROI), and approves
changes orders. In some cases, the Budget Owner and Executive
Sponsor are the same person.
Executive Sponsor
("ES")
Project Manager
("PM")
Project Lead ("PL")
Data and
SystemsLead ("DSL")
Responsible for ensuring Customer team is aligned to core
project value proposition and goals. Able to intervene if the
project goes off track, and has ability to make decisions on
timeline and budget when decisions are stalled. The Executive
Sponsor is not expected to regularly attend deployment working
sessions. Executive Sponsors, attend monthly (or other
frequency) executive meetings to review deployment status,
documented issue list, status and closure summary.
Serves as the primary contact for OpenGov Project Initiation,
Best Practice Review, Configuration, Validation, Deploy, Project
Completion. Coordinates meetings and schedules. Controls
communication between the Customer and OpenGov project
teams.
Is an internal SME in the functional area of deployment. Attends
working sessions, trainings, and responsible for reviewing
configurations. Primary OpenGov counterpart will be the
Analyst.
Responsible for mapping out data infrastructure and validating
migration, conversion, integration requirements. Someone who is
able to connect OpenGov team with any of Customer's
third -party data sources and vendors as needed to fulfill SOW
requirements.
5. Governance
Project Governance provides the foundation and framework to manage deployments by
assessing progress and addressing questions and challenges during the course of
deployment. OpenGov follows three guiding principles for governance to maximize the
deployment value with our customers:
• Regular communication aligned to the agreed upon project plan and timing will
occur. OpenGov expects our customers to raise questions or concerns as soon as
they arise. OpenGov will do the same, as we can only address items when known.
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• Executive involvement is expected from both OpenGov and Customer. Not only may
Executives be called upon to clarify expectations and/or confusion, but also to steer
strategic items to maximize the value through the deployment.
• Commitment to the direction outlined in this SOW and critical assessment change
orders to ensure they drive value.
5.1. Regular Communication Components
Frequent Purpose
Meeting
Participants
OpenGov Customer
Quarterly Engagement Quarterly Overview of PM, ES, PM, PL,
Management Review Program Status, others as ES, others
Review Value Realization, necessary as
("QMR") trends, savings necessary
reports, program
improvement,
technology, and
discuss program
adjustments
Executive Sponsor Meeting Monthly / Discuss PM, ES, PM, ES,
Bi-Monthly deployment: plus plus
- Strategic others as others as
impacts: timing, necessary necessary
scope, process
- Value prop
changes,
confusion
- Project specific:
items that need
guidance, support
and/or clarity
Weekly Deployment Updates Weekly
Summary of
project actions
against project
plan.
Risks and
achievements
Project Project
Team + Team +
ES(s) ES(s)
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highlighted in
addition to asks of
leadership.
5.2. Commitment to Project Direction and Goals
This SOW is the direction agreed upon by Customer and OpenGov. Transparency of the plan
is paramount for our Customers to attain the value the SOW or any subsequent change
order outlines.
Should direction of the deployment become disconnected, OpenGov and Customer Project
Managers will outline the gaps as they understand them and communicate the gaps to their
respective Executive Sponsor(s) (or Project Teams) for discussion and resolution.
The communication path for this engagement will be outlined in the kick off meeting,
documenting both phone numbers and email. The general path is:
OpenGov Project Manager —+ Professional Services Sr. Manager / SVP — Executive Sponsor
6. Escalation Process
The purpose of this section is to define the escalation process, should it be needed, to
support closing issues that are raised, discussed to move forward with the deployment.
OpenGov and Customer agree to raise concerns and follow the escalation process, resource
responsibility, and documentation.
6.1. Process
• Identification of an issue impeding deployment progress, outcome or capturing the
value proposition, that is not acceptable.
• Customer or OpenGov Project Manager summarizes the problem statement and
impasse.
• Customer and OpenGov Project Managers will outline solution, acceptance or
schedule Executive review in accordance with SLA as defined in Section 7 General
Project Assumptions.
• Resolution will be documented and signed off following Executive review in
accordance with SLA as defined in Section 7 General Project Assumptions.
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6.2. Escalation Requirements
• OpenGov and Customer Project Managers will summarize the impasse and
recommendation to present at scheduled or ad hoc executive meetings. Unless
otherwise noted in this SOW, Customer Project Manager can approve how hours are
used, but not where funding is required.
• Executive Sponsors attend monthly (or other frequency) executive meetings to
review deployment status, documented issue list, status, and closure summary.
• Steering Committees, where applicable, will be the arbitrator to direction and issue
closure. Unless otherwise noted in this SOW, the Customer Executive Sponsor must
approve change orders that result in additional cost.
• Customer or OpenGov Subject Matter Experts may be requested to provide input to
the issue and assist in closure. Both Customer and OpenGov will make best effort to
enable those Subject Matter Experts to be available and participate.
6.3. Documentation
• Issue Escalation: Problem Statement with clear impact to the deployment and/or
engagement.
• Acceptance Document: Which will include any change order(s) or other process
adjustments required and summary of the resolution.
• Notes from Project Meetings, Executive Reviews, and Steering Committee meetings,
as appropriate.
7. General Project Commitments
OpenGov is excited to work with Customer on the implementation of our OpenGov
ERP Cloud. In order to ensure we are able to meet the project timeline as set forth in
Section 3.1 of this SOW and ensure Customer is successful in this implementation,
OpenGov asks that Customer abide by the General Assumptions detailed in this
SOW.
• This SOW is limited to the Implementation of the OpenGov Cloud as defined
in the Project Scope. Any additional services or support will be considered out
of scope.
• Customer will commit and provide access to all necessary stakeholders and
subject matter experts, and other key parties whose roles are defined in
Section 4.1, necessary to the successful implementation of the OpenGov ERP
Cloud as defined in this SOW.
• Customer is responsible for internal change management associated with the
purchase of new software.
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• Response Protocol
o OpenGov and Customer commit to responding to inquiries, updates, or
any other project -related matters in no more than 10 business days
throughout the course of this project. If Customer is delayed in its
response, Customer acknowledges that: a) the delay may impact the
project schedule; and b) any fees for Professional Services due to
OpenGov after such delay shall become due and OpenGov may invoice
Customer for such prepayment.
o As set forth in Section 6.1(e) of the Agreement, if extended delays in
Customer responsiveness are encountered, OpenGov may opt to put
the project into an "On Hold" status, which includes causing OpenGov
to stop or cause to be stopped the Professional Services to be
provided to the Customer, until the Customer has fulfilled its
obligations set forth in the On Hold Notice as described in the
Agreement.
o The Professional Services will be provided during regular business
hours (8am to 6pm Pacific Time) Monday through Friday (holidays
excluded).
• SOW Expiration:
o This SOW is valid for up to 90 days from the Creation Date, or as
agreed to in writing by OpenGov and Customer.
8. Project Scope
8.1. OpenGov Procurement Suite
8.1.1. Procurement Suite Project Deliverables
Functionality
Description
Procurement
Suite
Supplier Engagement, Evaluation and Award Solution
• Vendor Portal
• Generic Template
• Related Training and Knowledge Transfer
Solicitation Development Solution (with or without Intake Management)
• 3 Templates: ITB, RFP, and RFQuaI
• Related Training and Knowledge Transfer
Contract Management Solution
• 2 Contract Templates
• Contract Migration
• Related Training and Knowledge Transfer
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System -wide Training
• System Admin Training
• Procurement (Super User) Training
• Template Administration Training
• Departmental User Training. Super User led, OpenGov
supported
• Supplier Documentation
8.1.2. Project Tasks
The tasks listed below are required for OpenGov and Customer to successfully complete the
OpenGov Procurement Suite implementation.
,�iitiate
Functionality Description
Creating
Environment
Website
Integration
Vendor
Registration Letter to be edited and approved by the agency.
Portal
OpenGov will provision a Procurement environment and verify that the
Customer has access to all purchased modules. A customer system
administrator will be added to the environment following contract
signing and creation.
OpenGov meets with Customer and website resource to review
website integration document. Agree on changes to be made and
timeline for completion.
Customer Vendor Portal live is a milestone before beginning
configuration.
Supplier
Engagement,
Evaluation and
Award Solution
OpenGov will provide the Customer with an example Vendor Intro
Once the Customer sends the vendor email/letter. OpenGov will import
the list of vendors provided by the agency and send automated vendor
invitations to the list of vendors provided to register and subscribe to
the agency. Reminder emails will be sent on a weekly basis. Vendor
support for registration is provided by OpenGov Tier 1 Support via live
chat function 8AM -8PM Eastern.
Opengov will provide our "Paper to Paperless Language Transition
Guide" to help them transition their standard language from paper
process to electronic.
Customer will provide OpenGov:
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Solicitation
Development
Solution
Contract
Management
Solution
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• Information to complete the generic solicitation upload
template
• Vendor questions required for Sourcing Projects
Customer will provide OpenGov:
• Boilerplate or Templates of Solicitation types: Bid (ITB), RFP,
RFQual, RFQuote, etc. of the agreed upon 3.
• Forms associated with Solicitation templates.
Customer will provide OpenGov:
• Existing Contract Data and Contract files
• Contract Sample Templates
8.1.2.2. Corfigure
Functionality
Description
Vendor
Registration
Portal
Working
Session
Supplier
Engagement,
Evaluation and
Award Solution
Supplier
Engagement,
Evaluation and
Award
Workshop
Customer with OpenGov will confirm and complete website updates
OpenGov will provide the Customer with an example Vendor
Introduction communication to be edited and approved by the agency.
Customer sends the vendor an introduction email/letter.
OpenGov will import the list of vendors provided by the agency and
send automated vendor invitations to the list of vendors provided to
register and subscribe to the agency. Reminder emails will be sent on a
weekly basis. Vendor support for registration is provided by OpenGov
Tier 1 Support via live chat function 8AM -8PM Eastern.
• Work alongside customer to provide knowledge transfer on how
to manage the Vendor Registration Portal
OpenGov will review solicitation documents provided.
OpenGov will lead workshop to:
• Create the first Bid and discuss the formats of the other
solicitation types
• OpenGov will suggest changes to language based on using
OpenGov Procurement
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Supplier
Engagement,
Evaluation and
Award Working
Sessions
Solicitation
Development
Solution
Solicitation
Development
Workshop
Solicitation
Development
Working
Sessions
Contract
Management
Solution
® OPENGOV
• Customer and OpenGov work together to create the bid
template, and the initial generic template.
Work alongside customer to provide knowledge transfer on:
• Creating Bids within OpenGov Procurement
• Bid Opening, Tabulation, Evaluations, and Awarding the Project
OpenGov will review Boilerplate or Templates of Solicitation types and
Forms provided (3).
OpenGov will lead workshops to:
• Design the Solicitation Template in OpenGov Procurement.
• Customer selects the first solicitation type (usually either ITB or
RFP), and works with OpenGov with the design
Typically two to three sessions are required to complete the first
template.
• First template sign off before beginning the subsequent 2.
• Subsequent template build is faster with Solution knowledge.
• Work alongside customer to provide knowledge transfer on how
to write Solicitations with OpenGov Procurement
OpenGov will import documents attached to contract metadata
provided via csv or excel to create contract records in OG
Procurement.
Requirement:
• Dependent on having historical metadata to create a contract
record.
• Customer must provide a single file (Excel, CSV, etc) with one
row per contract, each document must include a unique
identifier or location, and the file's physical location (a file path
or URL).
• Customer will need to either provide a copy of the files or grant
OpenGov access to the file locations in order to migrate them.
• The folder structure of the documents provided must reflect the
paths provided in the file.
• Data cleanup/correction is not included.
15
Contract
Management
Workshop
Contract
Management
Working
Sessions
® OPENGOV
OpenGov will work with Customer to develop the 2 Contract Templates.
• Work alongside customer to provide knowledge transfer to use
Contract Developer tools
8.1.2.3. Validatik.
Functionality
Description
Supplier
Engagement,
Evaluation and
Award Solution
Solicitation
Development
Solution
Contract
Management
Solution
Customer will sign off:
• Generic Template
Customer creates test solicitations using templates and testing logic
for each template.
Customer will sign off:
• First bid solicitation
• Afterward, subsequent solicitations
Customer will sign off:
• Contract templates
• Contract database. Dataset provided is represented within
OpenGov Procurement per specifications detailed.
8.1.2.4. Deployment
Functionality
Description
Supplier
Engagement,
Evaluation and
Award Solution
Customer:
• Prepared first first bid for immediate or future release
Customer to complete OpenGov-provided sign off document
Training:
16
®OPENGOV
• Review sourcing process with Administrators and Super Users,
preparing them to deliver training for department users
• Department User training Solicitation process within OpenGov
Procurement led by Customer Super Users with OpenGov
support
Solicitation Customer goes live with 3 Solicitations templates.
Development
Solution Internal Solicitation process goes live.
Contract
Management
Solution
Customer to complete OpenGov-provided sign off document
Training:
• Review Solicitation Development Solutions with Administrators
and Super Users, preparing them to deliver training for
department users
• Department User training of Solicitation Development Solution
within OpenGov Procurement led by Customer Super Users
with OpenGov support, where needed
Customer goes live with the 2 Contract Templates and Database.
• Communicate access and process
Customer to complete OpenGov-provided sign off document
Training:
• Managing New Contracts in OpenGov Procurement
• Review Contract Management Solution with Administrators and
Super Users, preparing them to deliver training for department
users (if necessary)
9. Acceptance
9.1. Acceptance Process
All Deliverables require acceptance from the Customer Project Manager(s) following the
completion of Deliverables and upon Project Closure. Customer is responsible for
conducting any additional review or testing of such Deliverable pursuant to any applicable
mutually agreed upon acceptance criteria agreed upon by the parties for such Deliverable.
Upon completion of these phases, the OpenGov Project Manager shall notify the Customer
Project Manager(s) and provide the necessary documents for review and sign off.
The following process will be used for accepting or acknowledging Deliverables and Project
17
® OPENGOV
Closure:
• OpenGov shall submit the completed Deliverables to Customer to review or test
against the applicable acceptance criteria. Customer shall notify OpenGov promptly
of its acceptance or rejection in accordance with the agreed upon acceptance
criteria.
• Customer must accept all Deliverables that meet the applicable acceptance criteria.
OpenGov Project Manager will provide the Customer Project Manager with the
OpenGov Acceptance form to sign off on the Deliverable and project. Once all
Deliverables required to meet a particular phase have been accepted or are deemed
accepted, the phase shall be deemed complete.
• Upon completion of the phase or project, OpenGov allows Customer 10 business
days to communicate that the particular Deliverable(s) does not meet Customer's
requirements. Failure to communicate that the particular Deliverable(s) does not
meet Customer's requirements will be deemed as acceptance and any further work
provided to remedy Customer's complaint might incur additional cost.
• Customer shall provide to OpenGov a written notice detailing the reasons for
rejection and the nature of the failure to meet the acceptance criteria. OpenGov shall
make best effort to revise the non -conforming Deliverable(s) to meet the acceptance
criteria and re -submit it to Customer for further review and testing.
• If the acceptance form is not received in accordance with Section 7 General Project
Assumptions, the project phase and/or project will be considered accepted and
automatically closed.
9.2. Acceptance Requirements
• All acceptance milestones and associated review periods will be tracked on the
project plan.
• The Customer Project Manager will have decision authority to approve/reject all
project Deliverables, Phase Acceptance and Project Acceptance.
• Any open issues shall receive a response in accordance with Section 7 General
Assumptions of this SOW following the Validation Acceptance review, or as mutually
agreed upon between the parties, for resolution prior to advancing on in the project.
• Both OpenGov and Customer recognize that failure to complete tasks and respond
to open issues may have a negative impact on the project.
• For any tasks not yet complete, OpenGov and/or Customer will provide sufficient
resources to expedite completion of tasks to prevent negatively impacting the
project.
18
®OPENGOV
10. Change Management
This SOW and related efforts are based on the information provided and gathered by
OpenGov. Customer acknowledges that changes to the scope may require additional effort
or time, resulting in additional cost. Any change to scope must be agreed to in writing or
email, by both Customer and OpenGov, and documented as such via a:
• Change Order - Work that is added to or deleted from the original scope of this SOW.
Depending on the magnitude of the change, it may or may not alter the original
contract amount or completion date and be paid for by Customer. Changes might
include:
o Timeline for completion
o Sign off process
o Cost of change and Invoice timing
o Signed by OpenGov and Customer Executives approving funds.
Change documentation will be mutually agreed upon as defined in Section 7 General
Assumptions of this SOW. Should that not occur, the change will be added to the next
Executive Sponsor agenda for closure.
Example of changes that might arise during a deployment:
• Amending the SOW to correct an error.
• Extension of work as the complexity identified exceeds what was expected by
Customer or OpenGov.
• Change in type of OpenGov resources to support the SOW.
19
OpenGov and Palm
Desert, CA
Project Plan Letter & Partnership Investment
Summary
Andrew Kercado
(805) 878-9706
akercado aopengov_com
0
Ari
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®OPENGOV
City of Palm Desert, CA
73510 Fred Waring Drive
Palm Desert, CA 92260
RE: OpenGov Procurement Project Plan Letter
Dear Palm Desert Team,
On behalf of OpenGov, we are thrilled about the opportunity to expand partnership with the City
to help with its goals around:
• Better developing, managing, and tracking contracts
• Making it easier for contractors to do business with the City
• Improving collaboration in the RFP development process
• Automating processes & templates for improved staff efficiency
• Folding all informal bids and processes in to one system
We understand that the City is looking for a comprehensive Procurement Management system to
support and manage the entire procurement lifecycle, from the initial request and approval, to
solicitation development and collaboration, to advertising and response dates, to evaluation
committee review, and on through contract award and execution. OpenGov Procurement is a full
procurement lifecycle solution, which includes highly collaborative solicitation development
automation, end -to -end strategic procurement workflows, an intuitive cloud design, and a culture
focused on the customer experience.
OpenGov Procurement frees up procurement teams from the drudgery of manual and
paper -based processes through a highly collaborative and easy -to -use solution built specifically
to support and manage government procurement workflows. Procurement staff will be able to
produce high quality, consistent, compliant, and readable solicitations and provide transparency
and clear communication to vendors throughout the entire procurement process. Customers
report on average a 75% decrease in time spent on the sourcing process, providing a smoother
and enjoyable experience for both internal staff and external vendors.
Based on our conversations, The City can begin leveraging OpenGov tools right away. We're
looking forward to your feedback and the potential to start on this project.
Sincerely,
Andrew Kercado
Account Executive
2
®OPENGOV
Table of Contents
Executive Summary 4
Solution Summary 5
OpenGov Support Overview 9
Partnership Investment Summary 12
3
®OPENGOV
Executive Summary
OpenGov's mission is to power a more effective and accountable government. As the leader in
modern, cloud based solutions for local government, OpenGov provides solutions to reduce
manual work, become more strategic, and better engage stakeholders - all while building trust
with the public. The result is more resilience in our nation's communities, more empowered
organizations, and more fiscally sustainable government. By raising the standard for government
software and services, OpenGov is leading the digital cloud transformation taking place
throughout the public sector.
OpenGov is proposing OpenGov Procurement, a cloud -based solution that allows you to
manage and automate the complete process for developing and collaborating on all purchasing
projects from request to contract:
1. Write comprehensive scopes of work and
requirements from within your departments
using intuitive guidance and with good
"business language" that will make sense to
vendors that are qualified to respond.
2. Design exactly how you want your RFPs and
bids to be: consistent and compliant, every
time. Vendors also are guided to respond in a
consistent, intuitive, guided way every time.
3. Connect procurement to social media to
market your purchasing opportunities. Also,
get more vendors responding because the
solution guides them intuitively.
4. Develop your evaluation criteria language for
the RFP and bids - and then use that to
automate electronic scoring and bid tabulation.
5. Create your bid tables electronically, allowing your vendors
want them to respond in a way that is fair and objective to finding the best value and/or
lowest price.
6. Protect necessary compliance language within your bids with a "Turbotax-like" workflow.
7. Collaborate in real time, getting rid of the need to pass a 40-page word processor document
around in a linear way that can get held up for weeks with one person.
8. Create, collaborate, store, categorize, retrieve, and remain proactive with all your agency's
contracts, and offer more transparency to your public.
to easily understand
how you
OpenGov is a customer -driven software company backed by over 300 years of employee
experience in the public sector. With OpenGov, your investment in efficient operations, better
decision -making, and a more engaged community will sustain for the long -haul.
4
®OPENGOV
OpenGov Procurement: Collaborative Procurement Automation
for the Modern Government
OpenGov Procurement is the collaborative public procurement suite built for the modern
government. Providing end -to -end procurement automation across solicitation and contract
development, electronic proposal evaluations, and supplier interactions, OpenGov makes
procurement more enjoyable and transparent for everyone involved.
ID
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Streamline collaboration
with purpose-built tools to
accelerate alignment
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Increase Accountability
Establish a simplified view
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spend via a single -source of
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Less clerical work and more
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guided workflows and
integrated training for
collaborators.
75%
Cut time spent writing and
releasing RFPs and bids by 75%.
3-4x
3-4x increase in supplier responses.
5
®OPENGOV
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Turn your solicitation templates into intuitive, guided online workflows so project managers,
reviewers, and buyers can easily collaborate on key documents. Dynamically track project status
throughout reviews and get insight into timelines, stakeholders, and project pipelines. These
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From sharable public project links, vendor analytics, and funnel tracking to a simple, one -click
vendor submission process, OpenGov does it all. Suppliers delight in the guided online proposal
submissions with one -click submit.
6
®OPENGOV
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No more excel and paper scorecards, OpenGov can help you manage it all online. Whether you
evaluate vendor proposals as Best Value using a scoring committee, Lowest Cost through bid
tabulation, or anywhere in between, we can support your process.
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Never miss an upcoming expiration deadline again. OpenGov lets you set reminders and
notifications to stakeholders, and give you a birds -eye view into all your active and historical
contracts across the organization.
7
®OPENGOV
Electronic Procurement Solution
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Key Differentiators
OpenGov is the leader in modern cloud ERP software for our nation's cities, counties, and state
agencies. On a mission to power more effective and accountable government, OpenGov serves
more than 1,000 agencies across the U.S. Built exclusively for the unique budgeting,
procurement, financial management, and citizen services needs of the public sector, the
OpenGov ERP Cloud makes organizations more collaborative, digitizes mission -critical processes,
and enables best -in -class communication with stakeholders.
Here are a few reasons why OpenGov is unique:
Solicitation and Contract Design and Proposal Evaluation Tools that promote better
collaboration, productivity, objectivity and efficiency between Procurement and their internal
departmental customers
Intuitive guided designs that promote equity and help suppliers read, understand, and respond
to bids and RFPs better
In -context training and integrated live support because procurement processes aren't easy +
staff and suppliers aren't working on procurements every day.
8
®OPENGOV
OpenGov Support Overview
OpenGov's team of professionals is dead -focused on ensuring that the governments we serve
and their users are set up for success when adopting the OpenGov platform. Our training and
support strategy is multi -layered with many offerings that will provide end users with the proper
guidance and resources necessary to receive the most value from OpenGov's solutions. Training
is managed and produced by our Customer Success Team made up of government procurement
finance experts. During Deployment, your OpenGov Project Team and Implementation Analyst
will provide your team with individualized training to get your platform up and running and to
ensure your organization has a top-notch engagement and adoption plan for your users.
Throughout deployment and post -deployment our customers are provided with training
resources on our resource center and through our learning management system. Regular
webinars and customer community meetings are also offered to train customers about a new and
engaging topic. Additionally, our Customer Support team is available to troubleshoot issues and
ensure that our customers have a great experience with OpenGov. All of our customers have a
dedicated Project Manager who will work with the customer teams every step of the way. We
pride ourselves on our ability to partner with customers and complete successful projects, and
we provide a flexible and comprehensive set of channels for customers to gain service from us.
We have three main components to our philosophy for ensuring successful and happy customers.
1. Access to our team of Government Solution Experts: This team, comprised of former
government procurement professionals, finance directors, chief information officers,
budget and performance analysts, and others, provides insight and expertise, leading
best practices, and context to the people that build, sell and ultimately use OpenGov,
driving efficiency and outcomes for your agency.
2. Customer Success: Our Customer Success team supports you from deployment through
adoption and beyond. You will get up and running quickly and receive the training and
support you need to maximize the value of your investment in OpenGov.
3. Customer Support: Our team of highly trained support analysts are available to solve any
issues you have with any part of your solution within OpenGov's solutions. We're
committed to resolving your issues as quickly as possible.
9
®OPENGOV
Resources and Support
As an OpenGov customer, you are supported by our Customer Success team from deployment
through adoption and beyond. When you contact OpenGov, your first point of contact will be a
real, live person. OpenGov provides best -in -class standard support resources such as live chat,
telephone, email, and an online portal as well as additional support channels like webinars, user
groups, a resource center, and a thriving community of tips and best practices provided by your
peers.
• Technical Support: Our team of highly trained support analysts are available to solve any
issues you have with any part of your solution within the OpenGov Cloud.
• User Groups: Our subject matter experts host regular user groups online and in -person.
Learn from the pros and your peers!
• Resource Center: We provide you with articles and videos to enhance your learning and
education of OpenGov.
• Free Webinars: As a customer, you can look forward to engaging and informative
webinars. Get a crash course in performance management or learn about the latest
features of your OpenGov software.
• Live Chat: Contact support seamlessly while using the product through our live chat
feature staffed by the Customer Success team.
OpenGov's Support Philosophy is simple: You invest in us. We invest in you. We are driven by
customer success. If you ever need help or have questions about your system, we want to make
sure you get well-informed, proactive support from the OpenGov team. Our goal is 100%
satisfaction.
Critical High -Value Adds
Ongoing Product Updates, At No Additional Cost. OpenGov develops its own cloud -hosted,
SaaS products that are available 24/7 through the use of any web browser, on any computer.
While traditional software is installed on -premise and places a heavy burden on every customer
to maintain and update, OpenGov's SaaS model guarantees that every customer is always using
the latest features and enhancements to our software. This means that you would no longer need
to pay for expensive customizations and teams of programmers to maintain a complex,
unsustainable, and unreliable solution. Instead, you will receive a product that incorporates
feedback from all governments in OpenGov's network, with updates occurring automatically
every two weeks and ongoing support, giving your team a solution that is scalable, sustainable,
easy -to -use, and affordable.
10
®OPENGOV
Our updates are applied frequently and effortlessly to the customers. Because the software is
centrally housed, new releases do not require an installation. With OpenGov, you will have access
to a platform that updates immediately, without a formal upgrade process and effort.
Unlimited Usage Model. OpenGov's software was created to be useful, usable, and used by our
customers, not to be sequestered to a small group of users with licenses. For this reason, our
design enables non -technical users to quickly become proficient at using our software effectively
and we refuse to issue licenses so that our software can be used as widely as possible across the
organization. We view ourselves as more successful when our customers are able to leverage
our software for as much value as possible without encountering artificial boundaries to its usage.
OpenGov provides an unlimited usage model. OpenGov does not charge our customers based
on how many datasets they post to our platform. As the project scales, we also do not charge
extra based on number of users nor per server nor per dataset. Rather, we charge a flat, annually
recurring fee to encourage our customers to post as many datasets and to add users as they
deem fit. OpenGov wants our customers to use the site as much as possible without usage
constraints. Additionally, this provides our customers with the ability to easily budget for the cost
of the software without fear of mid -year increases.
As mentioned above, with OpenGov's SaaS model, our customers will gain access to rapid,
continual and significant capabilities consisting of two -week product releases that will be
available to our customers at no extra cost. These product releases are dictated by feedback
from customers and their ever -evolving priorities. OpenGov is continually innovating and
constantly improving our platform to supply software that is made for Government by
Government.
Customer Manager (CM) Support Model. OpenGov customers benefit from a support model that
relies upon dedicated CM's who will be your main point of contact post -deployment. Our team of
highly experienced CM's will collaborate with the project leaders to ensure that your overarching
goals are incorporated and managed during and after deployment. With our highly configurable
software, our CM's work closely with you to deliver the most value to your organization so your
needs are met.
11
®OPENGOV
Partnership Investment Summary
OpenGov's pricing model consists of a flat, annual subscription for the associated software and
professional services components. Our professional services include everything needed to
ensure a successful launch: Design, Configuration, Implementation, and Training. OpenGov offers
a non-restrictive, unlimited pricing model, meaning customers are not limited to number of
users, logins, dashboards, reports or datasets. Rather, we charge a flat, annually recurring
subscription fee to encourage our customers to utilize the platform, increase adoption throughout
their organization, get valuable unlimited usage, and have a predictable annual cost.
Software Description Cost Payment Schedule
• Solicitation Development
OpenGov • Supplier Engagement,
Procurement Evaluation, and Award
• Contract Management
$24,056
(12.5% Customer
Discount)
Annual
Deployment Fee
Professional
Services
Implementation &
Deployment of the above
solutions
$13,135
One -Time
Total*
Year 1
Future Years
$37,191
(Year 1 Software + Deployment)
$24,056
*Rates Valid Through 12/31/21
12