Page 382 - FY 2026-2027 Adopted Budget Book

Contract Management Software

Organizational Excellence

General Fund Finance Recurring $4,500

The requested software platform includes contract management and bid evaluations. The platform will replace
using Excel and Outlook for renewal tracking with automated alerts. The platform centralizes contracts instead
of splitting between network drives and Laserfiche. Additionally, it will convert awarded solicitations directly into
contracts, allows standalone contracts for co-ops or department agreements, and adds structured, defensible
evaluation scorecards with automated tabulation.

The contract management and evaluation tool will enhance procurement efficiency, consistency, and audit
readiness. This request follows a previously preferred proposal for the OpenGov Procurement and Contract
Management modules at approximately $22,000 which exceeds current budget capacity. This is a cost-
effective alternative that supports electronic bid evaluations, centralized contract tracking, and improved
documentation, allowing the City to modernize key procurement functions immediately while maintaining fiscal
responsibility and preserving the option to pursue a more comprehensive solution in the future.

This tool will improve our existing contract management processes; however, is not a high priority during this
tight funding year. City staff will continue to evaluate this and similar tools, and will consider funding this
request in a future budget year.

FY 2026-2027 Adopted Budget Book · September 15, 2026 378