Amended City Council Regular


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  ITEM 27.       
Meeting Date: 06/11/2019  
Submitted For: Vicki Rios
Department: Budget and Finance  

Subject

AWARD OF RFP 19-24 AND AUTHORIZATION FOR THE CITY MANAGER TO ENTER INTO A MEETING MINUTES RECORDER AGREEMENT WITH ACCURACY SOLUTIONS, LLC
Presented by: Lisette Camacho, Interim Director, Budget and Finance

Purpose and Recommended Action

This is a request for City Council to award RFP 19-24, and authorize the City Manager to enter into an agreement with Accuracy Solutions, LLC for Meeting Minutes Recorder; and to authorize the City Manager to renew the agreement, at the City Manager’s discretion, for an additional four (4) one-year renewals, in an amount not to exceed $60,000 for the entire term of the agreement.  The initial term of the agreement is effective for one year. 
 

Background

Arizona Revised Statutes 38-431, Open Meeting Law requires the City to provide written minutes or recordings of its public meetings, including various City Boards and Commissions meetings. The City is also required to post the written minutes or recordings on its website.

The city issued RFP 19-24 for a Meeting Minutes Recorder and received two (2) proposals. An evaluation panel reviewed the proposals and recommends Accuracy Solutions, LLC as the most responsible and responsive proposal.
 

Analysis
Accuracy Solutions, LLC provides a service for transcribing and recording meeting minutes that meets the requirements of Arizona Revised Statutes 38-431, Open Meeting Law.  This contract will assist the City in centralizing the transcription and minute recordings of public meetings.  This contract will also aide in the speed of posting minutes to the City website. 
 
Community Benefit/Public Involvement
A centralized transcription and minute recording for public meetings will expedite the time it takes to post minutes on the City's website for public viewing and maintain compliance with A.R.S. 38-431.
 

Fiscal Impact
Fiscal Year: FY2018-19
Fiscal Year Amount Requested: $12,000
Budgeted Y/N?: Y
Account: VARIOUS
Transfer Required? Y/N: N
If Yes, what account will be used?:
Budget and Financial Impacts:
Funding is available in the various city departments operating budget that use the meeting minutes recorder service for their Boards and Commissions. Total spending citywide are approximately $12,000 annually.  Expenditure of funds in subsequent years is contingent upon Council approval of the annual budget appropriation.
Attachments
Accuracy Solutions Agreement


    

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