Special Notice / Hearing: None__
Vote Required: Majority
To: Honorable Board of Supervisors
From: Jas Sandhar, Procurement Director
Subject: Amendment to the Agreement with OpenGov Inc. for eProcurement Solution subscription and implementation services.
RECOMMENDATION:
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Adopt a resolution approving and authorizing the Board President to execute a First Amendment to Agreement No. 17810-24- R079839 with OpenGov Inc. to provide eProcurement solution implementation, professional, and subscription services, reinstating the Agreement, extending the term of the Agreement by two years through July 31, 2028, and increasing the total not-to-exceed amount from $1,000,000 to $1,600,000.
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BACKGROUND:
On April 10, 2023, the Procurement Division publicly posted RFP No. 1486, a competitive solicitation to identify an intuitive, easy to use, multi-tenant eProcurement Solution (the "Solution") for use by County staff. The RFP closed on May 15, 2023, with ten proposals received, two of which were disqualified for not meeting minimum qualifications; the remaining eight were reviewed and scored by an evaluation panel with panelists from Human Resources, the Controller's Office, the Department of Public Works, Health, the Human Services Agency, and the County Executive's Office. On June 9, 2023, the three finalists presented demonstrations to the panel, and as a result of the evaluation process, OpenGov Inc. and its solution OpenGov Procurement were selected.
In 2023, the County executed Agreement No. 17810-24-R079839 with OpenGov Inc. for an initial term of July 25, 2023, through July 31, 2026, for an amount not to exceed $1,000,000. OpenGov Procurement has since been implemented for use by County staff. The agreement includes two County options to extend the term for a period of two years each.
DISCUSSION:
OpenGov is a highly experienced provider of software solutions for the public sector and is well suited to the County's procurement needs. OpenGov provides staff and resources to configure and implement the Solution. OpenGov Inc. also provides subscription services that include data hosting, helpdesk availability, and software updating. As part of this amendment, the County will subscribe to OpenGov Professional Services, which provides implementation, configuration, and training support delivered by OpenGov's public-sector specialists. These services include a tailored project plan, staff training, and ongoing customer support to help the County take advantage of the full value of the service.
County staff recommends that this Board authorize an amendment to the agreement with OpenGov Inc. for eProcurement Solution services to extend the term by two years through July 31, 2028, and to increase the total not-to-exceed amount from $1,000,000 to $1,600,000. This amendment exercises one of the County’s two options to extend the term of the agreement by two years, leaving one additional two-year option to extend available should the County wish to exercise it prior to the expiration of the extended term. The initial term of the agreement expired on July 25, 2026, and the amendment would also formally reinstate the agreement to effectuate the County’s option. No other terms of the agreement are changed.
The resolution contains the County’s standard provisions allowing amendment of the County fiscal obligations by a maximum of $25,000 (in aggregate) and includes language for other governmental entities to piggyback of this agreement.
The County Attorney’s Office has reviewed and approved the resolution and amendment as to form.
PERFORMANCE MEASURES:
|
Measure |
Percent Met |
|
Services Listed/Implementation Meets County Deadline & Priorities |
Deadline Set for July 2028 |
FISCAL IMPACT:
With this amendment, the term of the agreement with OpenGov Inc. extends through July 31, 2028, for a total amount not to exceed $1,600,000. The County Executive’s Office has included this service in its FY 2026-27 proposed Adopted Budget and it will be included in the FY 2027-29 Recommended Budget.
COMMUNITY IMPACT:
This amendment supports San Mateo County's commitment to efficient, transparent, and accessible procurement. By extending this contract, the County maintains continuity of a proven eProcurement platform while making responsible use of public resources. OpenGov Procurement streamlines how County staff manage solicitations and contracts, and it gives vendors, including local and small businesses, a straightforward way to register, find opportunities, and compete for County work. The result is a procurement process that remains accessible for county staff and businesses across the county.