2020/11/23 NextRequest Amendment 1 - Electronic Public Records RequestDocuSign Envelope ID: 234E9D9F-B37F-4EDB-ABE6-15DE6D3E75CF
AMENDMENT NO. 1 TO
AGREEMENT BETWEEN NEXTREQUEST
AND THE CITY OF MENIFEE FOR CITY OF MENIFEE: ELECTRONIC PUBLIC RECORDS
REQUEST (PRA) MANAGEMENT SYSTEM
This is Amendment No. 1 to that certain AGREEMENT for Professional Services
Agreement ("Agreement") made on by and between the City of Menifee ("City") and
NEXTREQUEST ("Consultant") for CITY OF MENIFEE: ELECTRONIC PUBLIC RECORDS
REQUEST (PRA) MANAGEMENT SYSTEM which Amendment is made and entered into on
November 23, , 2020 to extend the term of service and compensation amount as indicated
below:
1. Section 1.1, "Term of Services" is amended to read as follows:
1.1 Term of Services. The term of this Agreement shall begin on December
18, 2019 and shall end on November 30, 2021 unless the term of the Agreement is
otherwise terminated or extended as provided for in Section 8. The time provided to
Consultant to complete the services required by this Agreement shall not affect the
City's right to terminate the Agreement, as provided for in Section 8.
2. Section 2, "Compensation" is amended to read as follows, increasing the contract amount
by: $8,662.50 (EIGHT THOUSAND SIX HUNDRED SIXTY TWO DOLLARS AND FIFTY
CENTS)
Section 2. City hereby agrees to pay Consultant a sum not to exceed
$19,112.50 (NINETEEN THOUSAND ONE HUNDRED TWELVE DOLLARS AND FIFTY
CENTS) notwithstanding any contrary indications that may be contained in Consultant's
proposal, for services to be performed and reimbursable costs incurred under this
Agreement. In the event of a conflict between this Agreement and Exhibit A, regarding
the amount of compensation, this Agreement shall prevail. City shall pay Consultant for
services rendered pursuant to this Agreement at the time and in the manner set forth
herein. The payments specified below shall be the only payments from City to Consultant
for services rendered pursuant to this Agreement. Consultant shall submit all invoices to
City in the manner specified herein. Except as specifically authorized in advance by City,
Consultant shall not bill City for duplicate services performed by more than one person.
3. All other terms and conditions of the Agreement remain in full force and effect.
DocuSign Envelope ID: 234E9D9F-B37F-4EDB-ABE6-15DE6D3E75CF
CITY OF MENIFEE
DocuSigned by:
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Attest:
DocuSigned by:
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araaTVanwaring, City Clerk
Approved as to Form:
DocuSigned by:
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Je rey e ching, City Attorney
NEXTREQUEST
DocuSigned by:
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DocuSigned by:
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ndf&w"M611436o-founder/board member/CTO
Professional Services Amendment No. 1 with NEXTREQUEST
DocuSign Envelope ID: 234E9D9F-B37F-4EDB-ABE6-15DE6D3E75CF
Maritsa Ramirez
From: Margarita Cornejo
Sent: Monday, November 9, 2020 10:50 AM
To: Maritsa Ramirez
Subject: FW: Agreement Review Request: Professional Services Agreement Amendment No. 1:
NextRequest (PRA Electronic Software)
Attachments: 2021 CC- AMEND. NO. 1 PROFESSIONAL SERVICES AGREEMENT (NEXTREQUEST)
(PRA).docx
From: Margarita Cornejo
Sent: Monday, November 9, 2020 10:50 AM
To: Jeffery T. Melching <jmelching@rutan.com>
Subject: Agreement Review Request: Professional Services Agreement Amendment No. 1: NextRequest (PRA Electronic
Software)
Good Morning Jeff,
Attached for your review is the proposed Professional Services Agreement Amendment No.1 with NextRequest for
Electronic Public Records Request (PRA) Management System.
This agreement request is from the City Clerk's Office.
Can you please review and advise if this is ok to start routing for signatures or will require any changes?
Thank you again!
Margarita Cornejo Financial Services Manager
Finance Department
City of Menifee 29844 Haun Road Menifee, CA 92586 !*Please note our new location!)
Direct: (951) 723-3716 City Hall: (951) 672-6777 Fax: (951) 679-2568
mcorneio@cityofinenifee.us
.hr-_tAJEEE, rs.,
MENIFEE
New. Better; Best.
Connect with us on social media: f W n I ifsl
1
DocuSign Envelope ID: 234E9D9F-B37F-4EDB-ABE6-15DE6D3E75CF
expstat.rpt
11 /12/2020 1:09PM
Periods: 0 through 14
100 General Fund
Account Number
100-4113
City Clerk
100-4113-50100
Salaries
100-4113-50150
Auto Allowance
100-4113-50151
Cell Allowance
100-4113-50200
Overtime
100-4113-50300
PERS Retirement
100-4113-50320
Medicare
100-4113-50350
Unemployment Ins.
100-4113-50400
Section 125 Benefit Plan
100-4113-51310
Records Storage
100-4113-51400
Legal Advertising
100-4113-51600
Special Dept Exp
100-4113-52200
Membership & Dues
100-4113-52210
Conference/Mtgs/Mileage
100-4113-52799
Temporary Staffing
100-4113-52800
Professional Services
100-4113-52805
Elections
100-4113-59005
Operating Transfer Out - IT Support
Total General
Fund
Grand Total
Expenditure Status Report
City of Menifee
7/1/2020 through 6/30/2021
Adjusted
Year-to-date
Year-to-date
Appropriation
Expenditures
Expenditures
Encumbrances
382,398.00
119,548.15
119,548.15
0.00
4,800.00
1,800.00
1,800.00
0.00
900.00
375.00
375.00
0.00
5,000.00
208.27
208.27
0.00
45,493.00
13,671.63
13,671.63
0.00
5,627.00
1,837.82
1,837.82
0.00
2,500.00
766.14
766.14
0.00
105,000.00
28,133.34
28,133.34
0.00
6,800.00
1,959.01
1,959.01
0.00
9,000.00
2,949.10
2,949.10
0.00
4,650.00
721.43
721.43
0.00
3,595.00
1,005.25
1,005.25
0.00
10,150.00
50.00
50.00
0.00
25,000.00
13,067.86
13,067.86
0.00
169,635.66
8,989.53
8,989.53
79,622.13
292,000.00
186.14
186.14
0.00
143,617.00
0.00
0.00
0.00
1,216,165.66
195,268.67
195,268.67
79,622.13
1,216,165.66
195,268.67
195,268.67
79,622.13
Page: 1
Prct
Balance Used
262,849.85
31.26
3,000.00
37.50
525.00
41.67
4,791.73
4.17
31,821.37
30.05
3,789.18
32.66
1,733.86
30.65
76,866.66
26.79
4,840.99
28.81
6,050.90
32.77
3,928.57
15.51
2,589.75
27.96
10,100.00
0.49
11,932.14
52.27
81,024.00
52.24
291,813.86
0.06
143,617.00
0.00
941,274.86
22.60
941,274.86 22.60
Page: 1
DocuSign Envelope ID: 234E9D9F-B37F-4EDB-ABE6-15DE6D3E75CF
CITY OF MENIFEE
SUBJECT: Public Records Response Software System Agreement
MEETING DATE: December 18, 2019
TO: Mayor and City Council
PREPARED BY: Roxanna Elliott, Records Technician
REVIEWED BY: Sarah Manwaring, City Clerk
APPROVED BY: Armando G. Villa, City Manager
RECOMMENDED ACTION
Award a one-year agreement in the amount not -to -exceed $10,450 to NextRequest for
software hosting, implementation, maintenance and related services for a Public
Records Act Response Software System, and
2. Authorize City Manager to execute up to four additional one-year contract amendments,
at the City's discretion, in the not -to -exceed amount of $37,337.
DISCUSSION
The City currently receives approximately 550 Public Record Act (PRA) requests a year. The
number of annual PRA requests received has been increasing each year since incorporation.
The City is presently logging and tracking PRA requests in Microsoft Excel. The existing
process does not allow the City to efficiently respond to PRAs per the Federal, State, and Local
guidelines for Public Records. Currently the City's process is deficient for storing and calculating
date requirements, performing document searches, and annual reporting. The existing system
does not have a customer -facing portal and has no workflow functionality to allow staff to
coordinate a multi -department PRA request.
Given the challenges of the existing process, on September 20, 2019, the City issued a Request
for Proposals (RFP) #2020-4 for a Public Records Act Response System. The City received four
responses to the Public Records Act Response System RFP by the October 14, 2019 deadline,
list below.
Packet Pg. 547
DocuSign Envelope ID: 234E9D9F-B37F-4EDB-ABE6-15DE6D3E75CF
City of Menifee Staff Report
Public Records Software System
December 18, 2019
Page 2 of 2
Vendor
Cost for First Year
Cost Over 5 Years
Average Score
(of 100 possible
Points)*
NextRequest
$10,450
$47,786.47
95.00
GovQA
$10,300
$53,100
96.00
MCCI
$16,963
$62,049
76.67
Complete Paperless
Solutions
$33,446
$62,846
51.67
*Scoring was based on RFP evaluation criteria. Following the completion of the scoring, the top
two proposals (GovQA and NextRequest) were invited for vendor demonstrations and
interviews for final selection.
A committee of three staff members from the City Clerk's Department conducted a
comprehensive evaluation process that included proposal reviews, vendor demonstrations,
interviews, and reference checks. Staff selected NextRequest as presenting the most
comprehensive, user -responsive, and effective solution for the City's current and future public
record act responsive needs.
NextRequest provides a system with a secure customer -facing portal to allow citizens to
conduct self-service requests and searches for previously requested records, and receive City
generated documents systematically. This supports the City's transparency goals, whereas the
public can search, find, request and retrieve documents through the Public Records Request
Software.
Staff recommends awarding a one-year agreement to NextRequest PRA processing software in
the amount of $10,450, and authorizing the City Manager to execute up to four additional one-
year contract amendments at the City's discretion in the not to exceed amount of $37,337.
NextRequest best meets City needs according to the evaluations performed by City staff. They
also meet the City's requirements for a secure public facing portal to provide customers with
self-service technology to make requests and check status for PRA requests. Publishing
common documents to the portal will streamline service delivery for customers and eliminate
publishing duplicate requests. Both City staff and the community will greatly benefit from the
functionality offered by NextRequest.
FISCAL IMPACT
The fiscal impact of awarding a contract to NextRequest is $10,450 for Fiscal Year 2019/20 and
is included within available funds, specifically within Account #100-4113-51350 (Software
Licensing). The agreement term is for one year with four optional one-year renewals. Should the
City elect to renew the software for the optional four years, the additional fiscal impact would be
$37,336.47, and would be budgeted within each respective budget year. No additional budget
appropriation action(s) is required.
ATTACHMENTS
AGREEMENT-NEXTREQUEST
Packet Pg. 548