Title
Consider/Discuss/Act on a Resolution Awarding a Contract to Bynder LLC for a Digital Asset Management System
Summary
COUNCIL GOAL: Operational Excellence
(2B: Balance Available Resources to Accommodate the Growth and Maintenance Needs of the City, 2C: Identify opportunities for internal efficiencies and continuous improvement to effect a high-performing organizational culture)
MEETING DATE: December 1, 2020
DEPARTMENT: Marketing & Communications
Procurement Services
CONTACT: CoCo Good, Director of Communications & Marketing
Ian Coubrough, Procurement Services Supervisor
RECOMMENDED CITY COUNCIL ACTION:
• Approval of Resolution
ITEM SUMMARY:
• This Resolution authorizes award of a contract with Bynder, LLC for digital asset management software for the Communications & Marketing department for use City Wide.
BACKGROUND INFORMATION:
• The Communications & Marketing department, in collaboration with Information Technology, reviewed the current City processes for storing and distributing digital assets such as videos, photographs, and other archival file assets.
• The team determined a need for a cloud-based, software as a service, digital asset management system that will allow City departments to catalog, manage, and retrieve their file assets quickly and efficiently from a centralized source.
• The City issued a request for proposal (20-40RFP) for the acquisition of a digital asset management system.
o Advertised in the McKinney Courier Gazette
o Posted on McKinney TV
o 440 matching eBid Supplier Notifications
• Out of 440 supplier notifications, six (6) proposals were received on July 2, 2020.
• A committee comprised of staff from the Marketing & Communications and IT Department, reviewed and ranked the proposals based on the following criteria:
o 35 Points: Complete Proposal Cost
o 35 Points: User Experience
o 20 Points: Respondent’s Background
o 10 Points: Implementation Plan & Ongoing Vendor Support
• Based on the results of the evaluated proposals, the evaluation team has recommended the award of this contract go to Bynder, LLC.
• Contract amount for the full scope of services outlined in the proposal is as follows: $57,932 for implementation and initial year, $42,432 for each subsequent renewal year. After the third year, Bynder LLC may adjust pricing for inflation as necessary based on the Consumer Price Index.
FINANCIAL SUMMARY:
• Funding for this project is currently budgeted in 001-1251-416-9230.
BOARD OR COMMISSION RECOMMENDATION:
• N/A