Submitted By: Christopher Ramos
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Presentation By: Christopher Ramos
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Department: Information Technology
STAFF RECOMMENDATION (Motion Ready):
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Approve additional expenditures on the contract with Wrike, Inc., for the deployment of additional cloud-based project management and collaboration services for an increased aggregate expenditure of $55,825
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OCALA’S RELEVANT STRATEGIC GOALS:
Operational Excellence
PROOF OF PUBLICATION:
N/A
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BACKGROUND:
Wrike is a versatile project management and collaboration platform designed to help streamline workflows and improve productivity. It offers features that cater to various aspects of project management, including task management, time tracking, and reporting.
One of Wrike's key functions is its ability to manage tasks and projects efficiently. It allows users to create tasks, assign them to team members, set deadlines, and track progress. The platform also supports collaboration through comments, file sharing, and real-time updates, making it easier to maintain alignment and coordination.
Wrike also offers robust reporting and visualization tools. Users can generate reports on project progress, team performance, and other key metrics. These reports can be customized and shared with stakeholders to provide insights into the project's status.
The City of Ocala’s Procurement and Contracting Department has utilized Wrike for more than ten years. A renewal, upgrade, and redeployment of the Wrike system was conducted in November of 2022 at an annual subscription rate of $28,800 per year for 80 licenses during the term September 30, 2022, through September 29, 2024. On September 30, 2024, the subscription was renewed for an additional one-year term through September 29, 2025, at a rate of $29,750.40.
FINDINGS AND CONCLUSIONS:
The IT Department uses the Governance, Risk, and Compliance (GRC) platform to manage processes efficiently. This includes tracking compliance tasks, managing risk assessments, and ensuring that all regulatory requirements are met.
In Fiscal Year 2024-25, the IT Department allocated CIP funds to replace the end-of-life GRC software. After evaluating several alternatives, the IT Department has selected the Wrike platform. Wrike meets GRC workflow requirements, ensuring compliance tasks continue smoothly and that sharing with internal and external auditors remains seamless.
Additionally, the IT Department plans to implement a new IT Ticketing System and IT Project Management System through the Wrike platform. Following thorough reviews and demonstrations, Wrike has been identified as capable of fulfilling these needs. Deployment costs ($17,750) will be used to integrate these additional functionalities within the Wrike platform. To further fulfill this initiative, the IT Department has added an additional 30 licenses to the platform at a cost of $8,324. These additional expenditures will bring the aggregate contract value for Munis Contract No. ITS/250074 to $55,825, through September 30, 2025.
FISCAL IMPACT:
Funds for the procurement of the deployment services are budgeted in account string 001-035-603-516-51-52045 and will be paid under Munis Contract No. ITS/250074.
PROCUREMENT REVIEW:
Thes services were procured in compliance with the City’s Procurement Policy.
LEGAL REVIEW:
This Agreement will be reviewed and approved for form and legality by City Attorney, William E. Sexton.
ALTERNATIVE:
• Approve with Changes
• Table
• Deny