Procurement software and processes (San Jose City Clerk)

John Adams filed this request with the San Jose City Clerk of San Jose, CA.
Multi Request Procurement software and processes
Submitted June 11, 2020
Status
Completed
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Communications

From: John Adams

Subject: California Public Records Act Request: Procurement software and processes (San Jose City Clerk)

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To Whom It May Concern:

Pursuant to the California Public Records Act, I hereby request the following records:

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.

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)?
b. What is the annual cost for this software?
c. When did the most recent contract with the software provider begin?
d. Do you use your ERP system to manage the process of RFI, RFQ, RFP?

If there are any fees required to fulfill this request, please let me know in advance of fulfilling my request.

Thank you,

Arie Bronshtein

From: San Jose City Clerk

Subject: RE: California Public Records Act Request: Procurement software and processes (San Jose City Clerk)

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Good Morning,

This email is to acknowledge receipt of your email dated on 6/11/20 by City Finance staff on 6/15/20.

The City of San Jose was elevated to Stage 5 of its Pandemic Management Plan. In addition, the County of Santa Clara issued a "shelter in place" order which is applicable to the City of San Jose. This emergency necessarily creates an unusual circumstance which impacts the City's ability to provide services that are not immediately essential for the protection of public health and safety. The City is marshalling all of its resources to respond to COVID-19 and these actions have temporarily reduced the capacity of the City to respond to public records requests. The City will attempt to promptly respond to requests. However, until the City is back to full operational capacity, requests will be responded to as time, staffing and prioritization allows.

City of San Jose | Finance Department

From: San Jose City Clerk

Subject: FW: California Public Records Act Request: Procurement software and processes (San Jose City Clerk)

Email

Good Afternoon,
Requested answers are provided below:

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.

Contracts for Biddingo (current vendor) and BidSync (previous vendor) are available on giles at https://records.sanjoseca.gov/Pages/Search.aspx. Biddingo was purchased through Purchasing Technology Corporation (contract number 663839) and BidSync was purchased through RFP Depot LLC dba BidSync (contract number 630881) and Periscope Holdings Inc (contract number 630881).

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)? Currently use the Biddingo e-procurement system.

b. What is the annual cost for this software? See below. We are currently in year 2 until 9/30/2020.
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c. When did the most recent contract with the software provider begin? 8/22/2018

d. Do you use your ERP system to manage the process of RFI, RFQ, RFP? No.

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