To: Board of Supervisors
From: Marc Shorr, Information Technology Director
Report Title: Purchase Order with Precisely Software Inc.
☒Recommendation of the County Administrator ☐ Recommendation of Board Committee
RECOMMENDATIONS:
APPROVE and AUTHORIZE the Purchasing Agent, on behalf of the Chief Information Officer, to execute a purchase order with Precisely Software, Inc. in an amount not to exceed $29,000 for the renewal of Finalist software maintenance and support, subject to the terms of Precisely’s End User License Agreement (EULA), for the period of August 1, 2024, through July 31, 2025.
FISCAL IMPACT:
The cost is charged to the user department. 100% User Departments.
BACKGROUND:
The Department of Information Technology’s (DOIT) Operations and Enterprise Services staff utilize Precisely’s Finalist-maintenance Postal Locator (PL) software and Finalist US Database Subscription in the County’s mainframe environment as tools to enhance the accuracy and deliverability of mail by leveraging advanced address verification and correction services. The Finalist-maintenance (PL) software verifies and corrects addresses in mailing lists, ensuring that addresses are accurate and conform to the United States Postal Service standards. The tool cleanses mailing lists by correcting misspellings, standardizing addresses, and updating obsolete addresses. The Finalist US Database Subscription provides County users with continuous access to the most current USPS address database, including updates and changes. Precisely's Finalist-maintenance (PL) and Finalist US Database Subscription services are designed to ensure the accuracy and deliverability of addresses, saving County users time and improving overall mail campaign effectiveness
Precisely’s End User License Agreement (EULA) contains a limitation of Precisely’s liability to the amount of fees paid by the County to Precisely under the applicable order during the twelve (12) month period immediately prior to the date such claim is made. This purchase is being made via sole source justification, for product and service continuity.
CONSEQUENCE OF NEGATIVE ACTION:
Not using Precisely’s Finalist-maintenance (PL) and Finalist US Database Subscription can lead to increased costs, reduced efficiency, and negative impacts on customer satisfaction. Ensuring accurate address data is crucial for effective mail delivery, compliance, and operational efficiency.