Item P15
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BOARD OF COUNTY COMMISSIONERS
C ounty of M onroe
Mayor David Rice, District 4
Mayor Pro Tem Craig Cates, District 1
The Florida Keys
Michelle Coldiron, District 2
Vacant, District 3
Holly Merrill Raschein, District 5
County Commission Meeting
April 20, 2022
Agenda Item Number: P.15
Agenda Item Summary #10485
BULK ITEM: Yes DEPARTMENT: County Attorney's Office
TIME APPROXIMATE: STAFF CONTACT: Brian Bradley (305) 295-3177
no
AGENDA ITEM WORDING: Approval to enter into a 1 year Agreement with Next Request, a
public record request tracking software solution, in the amount of $12,097.18 and waiver of the
competitive solicitation process for the ongoing use of this software.
ITEM BACKGROUND: NextRequest is a records request tracking solution that helps manage all
aspects of a public records requestfrom billing to tracking of request correspondence. The solution
helps mitigate the risk of potential non-compliance lawsuits via automated request tracking. The
County has been utilizing NextRequest for several years. When the County first procured this
software, it along with 2 other proposals were reviewed by County staff and NextRequest was
determined to be the best option at the price (See attached Memo). The County has been utilizing the
NextRequest software since 2019. County staff is very satisfied with the software and therefore
seeks a waiver of the competitive solicitation process in accordance with the Monroe County Code
and Purchasing Policy. This software technology was procured and purchased in 2019 in accordance
with existing procurement requirements. Implementation of another software product would be
difficult given the prior use of this software and NextRequest is still the best software solution option
.
The prior contracts were approved via will be
exceeding the small contract signatory authority threshold of $49,999.99, when adding the total
cumulative value all prior agreement, and so County staff now seeks approval by the Board of this 1-
year agreement.
PREVIOUS RELEVANT BOCC ACTION: N/A
CONTRACT/AGREEMENT CHANGES:
contract
STAFF RECOMMENDATION: Approval.
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DOCUMENTATION:
Monroe County - Renewal Y4 22_23 Signed-signed
Memo and Scoring Sheet for Public Records Software 2019
FINANCIAL IMPACT:
Effective Date: 6/1/2022
Expiration Date: 5/21/2023
Total Dollar Value of Contract: $12,097.18
Total Cost to County: υЊЋͲЉВА͵ЊБ
Current Year Portion: υЊЋͲЉВА͵ЊБ
Budgeted: Yes
Source of Funds: 001-00101-530520-00084
CPI: No.
Indirect Costs: N/A
Estimated Ongoing Costs Not Included in above dollar amounts:
Revenue Producing: No. If yes, amount:
Grant: No
County Match:
Insurance Required: No.
Additional Details:
04/20/22 001-00101 · BOCC ADMINISTRATIVE $12,097.18
REVIEWED BY:
Christine Limbert Completed 04/05/2022 2:55 PM
Bob Shillinger Completed 04/05/2022 3:24 PM
Purchasing Completed 04/05/2022 3:31 PM
Budget and Finance Completed 04/05/2022 3:55 PM
Brian Bradley Completed 04/05/2022 3:56 PM
Lindsey Ballard Completed 04/05/2022 4:15 PM
Board of County Commissioners Pending 04/20/2022 9:00 AM
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BOARD OF COUNTY COMMISSIONERS
C ounty of M onroe
Mayor Sylvia J. Murphy, District 5
Mayor Pro Tem Danny L. Kolhage, District 1
The Florida Keys
Michelle Coldiron, District 2
Heather Carruthers, District 3
David Rice, District 4
Robert B. Shillinger, County Attorney**
Pedro J. Mercado, Assistant County Attorney** Office of the County Attorney
th
Cynthia L. Hall, Assistant County Attorney** 1111 12 Street, Suite 408
Christine Limbert-Barrows, Assistant County Attorney** Key West, FL 33040
Derek V. Howard, Assistant County Attorney** (305) 292-3470 Phone
Steven T. Williams, Assistant County Attorney** (305) 292-3516 Fax
Peter H. Morris, Assistant County Attorney
Patricia Eables, Assistant County Attorney
Chris Ambrosio, Assistant County Attorney**
Paunece Scull, Assistant County Attorney
** Board Certified in City, County & Local Govt. Law
MEMORANDUM
TO: OMB
FROM: Brian Bradley, Senior Coordinator
DATE: May 22, 2019
SUBJECT: Public Records Management Software
*******************************************************************************
Brian Bradley, Allison Williams and Maureen Proffitt reviewed the three software packages (see
attached proposals) and found NextRequest to be the best fit for the County. Its ease of use is its
strong pointmaking for an easier learning curve with staff. In addition, it had tools to upload and
edit PST files. PST files are the format we use to supply email requestsno other solution had this
type of option.
This is not the cheapest solution reviewed; however, it is best fit for our needs and worth paying
the additional cost. See the attached scoring sheet for price breakdown of the three reviewed
programs.
If you have any questions, or need further information, please feel free to contact me at 292-3470.
Thank you
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