Notice of Intent to Direct Award - Open Text Software Licenses for Electronic Document & Records Management

File: 1220-2024-3356 – Open Text Software Licenses

Notice of Intent to Award a Contract

Notice is hereby given that the City of Abbotsford (the “City”) is contemplating making a direct award of a contract to Open Text Corporation (the “Service Provider”) for the following:

• Open Text Software Licenses for Electronic Document & Records Management.

The contract will be for three (3) years from September 1, 2024 to August 31, 2027 and the contract amount for the three years is up to a maximum of $350,000.00. The value of the contract to August 31, 2024 is $1,167,391.32 (this includes original license purchases plus annual maintenance).

Background
The current contract with Open Text Corporation expires on August 31, 2024 with no option years remaining. The City of Abbotsford purchased Records Management solution from Open Text Corporation who are the owners of the software and to keep the software up to date we are required to renew the software licenses.

Scope of Services or Specifications
•Renew software licenses to keep the software up to date.

Rationale for Contemplating a Direct Award
•To ensure continuity of maintenance and support of Open Text Software Licenses and avoid any business operational disruptions due to a transition or change of supplier while the City prepares solicitation documents to issue to market in 2027.Contract Value: The total value of the contract is expected not to exceed $1,525,000.00 CAD plus applicable taxes.

Submission of Objection Notice Any Respondents that still wish to object to this decision they should email their objection to the attention of Sailesh Kapadia, Buyer III, Procurement Services at https://abbotsford.bidsandtenders.ca by August 9, 2024 no later than 2:00 p.m. local time.

Submissions by other methods will not be accepted.

Respondents objecting must outline specific reasons for their objection in their email as well as demonstrate their ability to perform the contemplated work and/or services and show availability and resources. The Respondent’s ability to provide goods and services of the same or better quality and price and within the required period will be the key criteria used in the consideration of any Respondent’s objections.