Board of Estimate & Contract:
RESOLVED, that a resolution adopted by the City Council on October 10, 2024, and signed by the Mayor on October 11, 2024, authorizing the Purchase of Monday.com Customer Relationship Management (CRM) Software for Use by the Office of the Mayor and City Council - (annual cost not to exceed $5,655.32. The expenditure shall be allocated from the Mayor’s Office Budget Code A1210.405 and the City Council’s Budget Code A1010.405, respectively), be and the same is hereby approved.
City Council:
AN ORDINANCE AUTHORIZING THE PURCHASE
OF MONDAY.COM CUSTOMER RELATIONSHIP
MANAGEMENT (CRM) SOFTWARE FOR USE BY
THE OFFICE OF THE MAYOR AND CITY COUNCIL
Whereas, by letter dated September 23, 2024, the Deputy Chief of Staff has requested legislation authorizing the Mayor and the City Council to approve the purchase of Monday.com Customer Relationship Management (CRM) software, including a total of eight user licenses and onboarding support, at a total annual cost not to exceed $5,655.32. The expenditure shall be allocated from the Mayor’s Office Budget Code A1210.405 and the City Council’s Budget Code A1010.405, respectively; and
Whereas, the City of Mount Vernon continually seeks to improve efficiency, responsiveness, and transparency in delivering services to its residents; and
Whereas, the Office of the Mayor has identified the need for a comprehensive, centralized platform to streamline constituent interactions, optimize workflow processes, enhance data organization, facilitate cross-department collaboration, and improve communication; and
Whereas, Monday.com Customer Relationship Management (CRM) software has been evaluated and recommended for purchase as a solution that meets these needs, providing key benefits such as increased efficiency, accountability, transparency, flexibility, and integration capabilities; and
Whereas, the Office of the Mayor obtained competitive quotes for CRM solutions, with Monday.com estimated at an annual cost of $4,241.94 for six (6) users and onboarding support, compared to other options from Leidos Intranet Quorum ($22,296.96 annually) and Salesforce ($9,367.74 annually); and
Whereas, the City Council has requested two (2) additional users for the Monday.com platform at an extra cost of $1,413.38, to enable Council members to track constituent issues, collaborate effectively with departments, and manage citywide initiatives, with funding available in Budget Code A1010.405 (contracted outside services); and
Whereas, the total expenditure for Monday.com software for the Mayor’s Office and City Council shall not exceed $5,655.32, with funding available through the Mayor’s Office budget under Code A1210.405 (contracted outside services); Now, Therefore, Be It Resolved That
The City of Mount Vernon, in City Council convened, does hereby ordain, and enact:
Section 1. Authorization for Purchase. The Mayor and the City Council are hereby authorized to approve the purchase of Monday.com Customer Relationship Management (CRM) software, including eight (8) user licenses and onboarding support, at a total annual cost not to exceed $5,655.32. The expenditure shall be allocated from the Mayor’s Office Budget Code A1210.405 and the City Council’s Budget Code A1010.405, respectively.
Section 2. User Access and Implementation.
1. Office of the Mayor: Six users shall be allocated to the Office of the Mayor to enhance constituent management, streamline workflow processes, improve data organization, and foster cross-departmental collaboration.
2. City Council: Two users shall be allocated to the City Council, with associated costs covered by the Council's budget. This access will allow Council members to track constituent issues, collaborate with City departments, and oversee citywide initiatives.
Section 3. Scope and Utilization. The Monday.com CRM platform shall be utilized by the Office of the Mayor and City Council to:
• Enhance Constituent Services: Enable tracking and management of constituent requests, concerns, and follow-ups to improve responsiveness and accountability.
• Optimize Workflow Processes: Streamline and automate workflow processes to improve operational efficiency across City departments.
• Facilitate Collaboration: Allow seamless collaboration between the Mayor’s Office, City Council, and other departments, enhancing interdepartmental communication and project management.
• Improve Data Management: Centralize data entry, organization, and reporting, providing real-time updates on project statuses and constituent issues.
Section 4. Reporting and Monitoring. The Office of the Mayor shall periodically report to the City Council on the usage and effectiveness of the Monday.com CRM platform in meeting the goals of improved efficiency, accountability, and constituent service delivery. Reports should include metrics on response times, task completion rates, and overall user satisfaction.
Section 5. Effective Date. This ordinance shall take effect immediately upon its approval by the Board of Estimate & Contract.