Procurement software and processes (Novato City Clerk)

Good morning.

I am in receipt of your email seeking information and potential record. The City is still conducting research on your request.
Per the California Public Records Act, I had ten days to respond to your request. The 10th day was Sunday, June 21, but the administrative offices were closed yesterday.

Also, per the California Public Records Act (government code 6253 subdivision (c)1), I will need to extend the 10-day response period for up to 14 additional calendar days, because the City needs to "search for and collect the requested records from field facilities or other establishments separate from the office processing the request." Therefore, if there is a record, it is not kept in the Clerk's office but potentially in one of two other City departments. The City Clerk's Office will get back to you no later than Monday, July 6.

If you have any questions or need anything further, please don't hesitate to contact me.

Sincerely,

Terrie Gillen, CMC
City Clerk
922 Machin Avenue
Novato, CA 94945
(415) 899-8986

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Dear Mr. Bronstein:

Thank you for your patience. It has come to my attention that your request for records is primarily a request for information. Next time or if you need more information to the responses below, then I highly recommend that you please contact directly the Public Works Department Engineer Petr Skala at pskala@novato.org<mailto:pskala@novato.org> or Administrative Manager Kate Whan at kwhan@novato.org<mailto:kwhan@novato.org> . They are good sources to use for the questions you've asked below.

Nonetheless, following up on the email I sent you on June 22, below are the responses to your email from June 11.

1. All documents signed with procurement software or software to create and publish RFI, RFQ, RFP this agency uses or used in the past five years.

The City of Novato uses eBidboard. You may visit https://www.ebidboard.com/Overview.asp to find out information.

Additionally, if possible, please answer the following four questions:
a. What is the name of the procurement software you use (or the name of the software you use to create and publish RFI, RFQ, RFP)?

Construction Bidboard

b. What is the annual cost for this software?

There is none.

c. When did the most recent contract with the software provider begin?

Unknown. According to the engineer, whom I have mentioned above, this software has already been set up for at least 14 years.

d. Do you use your ERP system to manage the process of RFI, RFQ, RFP?

No

Again, if you have any questions, please contact Petr Skala at pskala@novato.org<mailto:pskala@novato.org> or Administrative Manager Kate Whan at kwhan@novato.org<mailto:kwhan@novato.org>

Sincerely,

Terrie Gillen, CMC
City Clerk
922 Machin Avenue
Novato, CA 94945
(415) 899-8986

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