Posting Language
Title
Authorize a contract for OpenText Enterprise Information Management Software, for managing large volumes of content, regulatory requirements, and the customer mobile and online experience, for Austin Technology Services with The IQ Business Group, Inc., for an initial term of three years with up to two one-year extension options in an amount not to exceed $3,000,000. Funding: $340,000 is available in the Operating Budget of Austin Technology Services, and $180,000 is available in the Capital Budget of Austin Technology Services. Funding for the remaining contract term is contingent upon available funding in future budgets.
Body
Lead Department
Austin Financial Services.
Client Department(s)
Austin Technology Services.
Fiscal Note
Funding in the amount of $340,000 is available in the Fiscal Year 2026-2027 Operating Budget of Austin Technology Services.
Funding in the amount of $180,000 is available in the Capital Budget of Austin Technology Services.
Funding for the remaining contract term is contingent upon available funding in future budgets.
Procurement Language:
Multiple cooperative purchase programs were reviewed for these services. Austin Financial Services has determined this contractor best meets the needs of the departments to provide the services required at the best value for the City.
MBE/WBE:
Cooperative Agreement contracts are exempt from the City Code Chapter 2-9B (Minority-Owned and Women-Owned Business Enterprise Procurement Program); therefore, no subcontracting goals were established.
For More Information:
Direct questions regarding this Recommendation for Council Action to Austin Financial Services - Central Procurement at: FSDCentralProcurementRCAs@austintexas.gov or 512-974-2500.
Additional Backup Information:
The contract provides enterprise information management software products and services. OpenText software applications manage content or unstructured data for government agencies facilitating management of large volumes of content, compliance with regulatory requirements, and mobile and online experience management. The City uses these capabilities to manage documents that are required to be made available to the public. This includes contract documentation and all Council related meeting postings, agendas, and determinations as well as all Board and Commission documents, agendas, and determinations. The software also provides the searchable interface by which internal and external users can retrieve the documents and gives staff the ability to scan, upload, catalogue, and annotate the document metadata.
This contract will replace an existing contract which expires September 14, 2026. The requested authorization amount was determined using departmental estimates based on historical spend and anticipated future usage. The recommended contractor is the current provider for these services.
Cooperative associations, themselves or using a lead government, competitively solicit and award contracts that are eligible for use by other qualified state and local governments. Due to their substantial volumes, larger than any one government could achieve independently, cooperative contracts routinely include superior terms, conditions, and pricing. Use of cooperative contracts also results in lower administrative costs and time savings.
A delay in contract approval would impact the City’s ability to make available required online documents subject to the open meetings act and other State and Federal laws.
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Contract Details: |
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Contract Term |
Length of Term |
Contract Authorization |
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Initial Term |
3 years |
$1,800,000 |
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Optional Extension 1 |
1 year |
$600,000 |
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Optional Extension 2 |
1 year |
$600,000 |
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Total |
5 years |
$3,000,000 |
Note: Contract Authorization amounts are based on the City’s estimated annual usage.