PRESENTER: Presenter
Tony Gonzalez, Director of Information Technology
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SUBJECT: Title
Approval of a purchase with Quickbase, Inc. for an annual software subscription.
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DEPARTMENT: Information Technology
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COUNCIL DISTRICTS IMPACTED: All
BACKGROUND INFORMATION:
The City has used Quickbase as an application development platform for all city departments since February of 2024. The custom applications we have built via Quickbase provide much needed automation, reporting, collaboration, notifications, and improved efficiencies for City Team-members, Citizens, Visitors and Business Partners. The City has 50+ different use cases/processes developed on this platform. These applications include HR Forms, Customer Satisfaction Surveys, Public Input forms, Internal Service Request Management, Customer Reservations, Program Management, Citywide KPI reporting, digital signatures, and many other applications.
In 2024, the City contracted with Quickbase for 150K annual reads and Enablement Services, to assist with initial deployment and development, at a cost of $31,500. The contract was renewed in 2025 at a cost of $48,750, which included an upgrade to the Enterprise Plan, 150,000 annual reads and Enablement Services. In February of 2026, the renewal included 175,000 reads, Premium Enablement Services and Extensions Core (adding more functionality) at a cost of $82,431. The price per read has remained steady since 2025 at 28 cents per read on the Enterprise Plan.
The City has used all available reads in the current contract and needs to renew this contract in order to maintain functionality. This contract provides the City with 425,000 page reads per year and 25,000 transactions of the various products included in the Extensions Core package. The 425,000 reads represent a projected 12 month total based on the most recent 90 days of usage patterns. No Enablement Services are included in this contract.
Staff are recommending the purchase of Quickbase utilizing a Tarrant County cooperative contract which was competitively solicited. The annual software subscription cost is $124,725.
ISSUE:
The City has a significant investment in this platform in just over two years of use. The ability to create custom applications has enabled the City to avoid buying commercially available applications at a combined cost higher than the annual cost of Quickbase. The City would lose a tremendous amount of efficiency, automation, reporting and other functionality if we do not renew this contract. The City currently has over 1,100 users in the platform, representing a sizeable user base.
STRATEGIC PLAN REFERENCE:
☐Economic Mobility ☐Enhanced Connectivity ☐Community Identity
☒Organizational Excellence ☐Community Well-Being ☐N/A
FISCAL IMPACT:
As mentioned above, the annual cost for application reads and Extensions Core is $124,725. Funds are budgeted in the General Fund Information Technology budget for Fiscal Year 2027.
Recommendation
RECOMMENDATION:
Staff recommends approval of a purchase with Quickbase, Inc. for an annual software subscription.