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 renewal of the contract with Wrike, Inc, for cloud-based project management and collaboration software with an estimated expenditure amount of $122,760
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OCALA’S RELEVANT STRATEGIC GOALS:
Operational Excellence
PROOF OF PUBLICATION:
N/A
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BACKGROUND:
Wrike is a cloud-based project management and collaboration software designed to streamline workflows, enhance productivity, and facilitate communication among team members. It offers a suite of tools for task management, project planning, time tracking, and real-time collaboration, making it an integral part of operations for various departments.
FINDINGS AND CONCLUSIONS:
Wrike is being actively used by the Information Technology (IT) and the Procurement and Contracting departments for daily operations.
Wrike enables the IT Department to operate an effective IT ticketing system by creating custom request forms for streamlined support requests and real-time tracking of ticket statuses. As a project management system, it enables IT teams to plan, execute, and monitor IT projects through customizable workflows and dashboards, enhancing collaboration and productivity. Additionally, Wrike serves as a Governance, Risk, and Compliance (GRC) system by providing tools for risk assessment, compliance tracking, and evidence collection, allowing IT to manage audits in a centralized platform.
Wrike enables Procurement and Contracting Department staff members to upload requests for services and supporting documents online, and provides the departments served the ability to view and track their assignments’ status as they move through the procurement and contracting process. Wrike also provides functionality to enable Procurement and Contracting Department staff members to electronically review, update, and preserve the information required by statute to be maintained in the City’s procurement and contracting files.
Staff requests approval for a new three-year contract with Wrike, Inc. This will enable the Information Technology and Procurement and Contracting departments to continue leveraging Wrike's project management tools, which have enhanced productivity and streamlined workflows.
FISCAL IMPACT:
Subscription cost breakdown:
Year 1: $40,920
Year 2: $40,920
Year 3: $40,920
Funds for the annual renewal of $40,920 are budgeted/encumbered in account #001-035-530-516-51-52045 as listed below and will be paid under Contract No. 250860
PROCUREMENT REVIEW:
These 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