TO: Mayor and Commissioners
FROM: Katerri Johnson, City Clerk
THROUGH: Jennifer Alvarez, Interim City Manager
DATE: September 22, 2020
Title
APPROVAL OF RESOLUTION NO. 136-20 A CITY STANDARD TO AWARD AN AGREEMENT WITH MUNICIPAL CODE CORPORATION FOR CODIFICATION SERVICES $39,000
Body
Recommended Action:
Recommendation
Motion to approve Resolution No. 136-20 a City Standard to award an Agreement in the amount of $39,000 with Municipal Code Corporation, for codification services for the City Clerk’s Office for the Agreement term and authorize the City Manager to exercise renewal options, in the amounts below, contingent upon appropriation of funds.
Body
Background:
The City of Delray Beach (City) City Clerk’s Office utilizes Municipal Code Corporation (Municode) for codification services.
The description of the service is to create or update code of ordinances, online posting, edit, print, ship supplements, and assure the fastest, most accurate delivery of codification services possible.
Municode stores valuable code history for the City of Delray Beach on the website hosting platform, MunicodeNEXT. The City utilizes the CodeBank feature to store 14 previous code versions online, from Supplement No. 16 of May 22, 2012 through Supplement No. 29 of April 23, 2020. Municode stores 42 individual ordinances ranging from Ordinance No. 32-13 of December 3, 2013 through Ordinance No. 28-20 of July 7, 2020, via the OrdBank service.
As a result, the City Clerk’s Office determined that Municode serves as a City Standard. On August 17, 2020, the City’s Purchasing Department agreed. As a result, City staff did not issue a solicitation, but is proceeding with an Agreement with its long-term service provider.
The term of the Agreement will be for three-years, with three, one-year renewal options.
Should the City exercise the renewal options provided in the contract, the cumulative contract value is provided below:
|
Estimate Contract Value |
|
Contract Term |
December 1, 2020 - November 30, 2023 |
$39,000 |
|
Renewal 1 |
December 1, 2024 - November 30, 2024 |
$13,000 |
|
Renewal 2 |
December 1, 2024 - November 30, 2025 |
$13,000 |
|
Renewal 3 |
December 1, 2025 - November 30, 2026 |
$13,000 |
|
$65,000 |
This motion is in accordance with the City Code of Ordinances, Section 36 and City Policies and Procedures.
City Attorney Review:
Approved as to form and legal sufficiency.
Funding Source/Financial Impact:
Account No. 001-15-000-512.47-11 (Printing & Binding other Printing Costs).
Timing of Request:
This is a time sensitive matter as the Contractor continues to provide services to Delray Beach.