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Home My WebLink AboutItem 10 Approval to Piggyback Sourcewell for OpenGov City of Ocoee ▪ 1 N. Bluford Avenue ▪ Ocoee, Florida 34761 Phone: (407) 905-3100 ▪ www.ocoee.org STAFF REPORT Meeting Date: June 16, 2026 Item #: 10 Contact Name: Joyce Tolbert Department Director: Steven Weber Contact Number: Ext. 1516 City Manager: Craig Shadrix Subject: Approval to Piggyback Sourcewell's Contract with Vertosoft LLC. for the OpenGov E- Procurement Software as a Service (SaaS) Platform (Procurement Manager Tolbert) Background Summary: Procurement staff continually evaluates industry best practices and emerging technologies to improve efficiency and compliance in public procurement. Following a comprehensive review of available solutions, staff recommends contracting with Vertosoft LLC for the OpenGov SaaS e-Procurement Platform. The proposed solution provides a fully integrated procurement process through its intake, solicitation, vendor management, evaluation, and contract management modules. The OpenGov platform will enable staff to manage departmental procurement requests, develop and advertise solicitations, engage suppliers and departments, conduct evaluations and awards, and administer contracts throughout their lifecycle. Contract management features include change orders, renewals, electronic signatures, and insurance tracking. Implementation is scheduled for August 2026, allowing for a seamless transition from the City’s current solicitation platform before its expiration, with no disruption to bid solicitation activities. OpenGov provides a no-cost platform for vendors, reducing barriers to participation and benefiting suppliers already familiar with the system through its use by numerous local governments, including Orange County, Orlando, Apopka, Winter Park, Clermont, Groveland, Leesburg, St. Cloud, Tampa, Gainesville, Volusia County, and Daytona Beach. The City’s current agreement with Euna/Bonfire for solicitation services expires on September 30, 2026. After being notified of upcoming changes to the Bonfire platform, and in response to increasing solicitation and contract management demands, staff conducted a thorough evaluation of both the Euna/Bonfire and Vertosoft/OpenGov e-Procurement platforms. Based on functionality, ease of use, and overall value, staff recommends the Vertosoft/OpenGov solution. Under Vertosoft LLC’s Sourcewell cooperative purchasing contract, OpenGov’s proposal includes a three-year contract that is prorated for FY 2026 at a cost of $17,231.04 and a FY 2027 first-year cost of $33,270.17, which includes professional implementation and training services. Following full implementation, annual software subscription costs decrease to $20,018.63 in FY 2028 and $21,019.57 in FY 2029. As reflected in the attached proposals, OpenGov’s pricing is lower than Euna/Bonfire’s proposed costs while providing a comprehensive e-Procurement solution for the city. City of Ocoee ▪ 1 N. Bluford Avenue ▪ Ocoee, Florida 34761 Phone: (407) 905-3100 ▪ www.ocoee.org Issue: Should the Honorable Mayor and City Commission approve the contract with Vertosoft LLC for the OpenGov E-procurement SaaS Platform? Recommendations: Staff recommends the Honorable Mayor and City Commission: 1. Approve the three-year agreement with Vertosoft LLC through September 30, 2029, for the OpenGov E- Procurement Software-as-a-Service (SaaS) solution piggybacking the Sourcewell cooperative purchasing Contract No. RFP060624-VTO, to additionally include the prorated FY2026 implementation, and including authorized contract extensions as provided in the Sourcewell cooperative purchasing contract. 2. Authorize the Mayor, City Clerk, City Manager, and staff to execute all documents necessary to implement and administer the agreement. 3. Authorize the City Manager to approve change orders to this agreement up to the limit of his procurement authority for each change order, and up to the budgeted amount for all change orders. Attachments: 1. Vertosoft - OpenGov Quote & Sourcewell Contract 2. Euna - Bonfire Quote Financial Impacts: The OpenGov software cost for FY26 is adequately funded in the Finance Department’s contractual services budget (001-513-00-3400). Funding for subsequent fiscal years will be incorporated into the Finance Department’s software subscription services budget as part of the annual budgeting process. Type of Item: Consent Euna Order Form Euna Solutions, Inc.1155 Perimeter Center West, Suite 500Sandy Springs, GA 30338 Bill To:End User:Prepared by: City Of Ocoee1 N. Bluford AvenueOcoee,Florida 34761United States City Of Ocoee1 N. Bluford AvenueOcoee,Florida 34761United States Andrew Berardiandrew.berardi@eunasolutions.com Quote Expiry Date:2026-09-30 Subscription Term:60 months This purchase is made inaccordance with: Sourcewell#060624-GTH cooperative contract Euna Solution Line: Euna Procurement Annual Subscriptions Description SKU Code Quantity Intake PRBN-SW-26 1 Sourcing Pro - Seat PRBN-SW-1 4 Contract Management Pro PRBN-SW-46 1 Recurring Annual Fees:USD 27,163.74 Professional Services Description SKU Code Quantity Total Price Intake 1-1 Training Upgrade PRBN-PS-51 1 USD 425.97 Intake Implementation PRBN-PS-11 1 USD 1,548.97 Contract Management Pro Implementation PRBN-PS-86 1 USD 3,969.25 Project Management (Existing Customer)PRBN-PS-6 1 USD 2,517.08 Contract Data Import PRBN-PS-41 1 USD 2,981.78 Non-Recurring Fees:USD 11,443.05 ORDER NOTES Fees By Period:Period Price Start Date End Date1USD 38,606.79 01/10/2026 30/09/20272USD 27,978.65 01/10/2027 30/09/20283USD 28,538.23 01/10/2028 30/09/20294USD 29,108.99 01/10/2029 30/09/20305USD 29,400.08 01/10/2030 30/09/2031 Terms of Payment:NOTE THAT THIS IS NOT AN INVOICENet 30Applicable sales tax extraAnnual SubscriptionsoDue 100% on 2026-10-01.One-Time ServicesoNot applicable. ACCEPTANCE City Of Ocoee Signature: Name: Title: AcceptanceDate: For Customer Invoicing Purposes: Tax ID # _____________________________________ Is this purchase tax exempt?☐Yes ☐No. If yes, please include your tax-exempt form for our records. Contact Information for Notices and Invoices: Name: ___________________________________ Email: ___________________________________ Terms and Conditions Unless otherwise stipulated in Order Notes and Terms of Payment, the Customer hereby agrees to order theproducts and/or services outlined above at the prices indicated, and acknowledges it has read, understandsand agrees to be bound by the terms and conditions detailed at End User License Agreement | Euna Solutions(the “Agreement”). All remittance advice and invoice inquiries can be directed to billing@eunasolutions.com.