TITLE
Recommendation to adopt Specifications No. RFP Tl17-057 and award a contract to ThirdWave Corporation, of Los Angeles, CA, for professional consulting services related to the development of Information Technology Strategic Plans, in the amount of $274,507, and authorize a 20 percent contingency in the amount of $54,903, for a total contract amount not to exceed $329,410, for a period of one year, with the option to renew for one additional year, at the discretion of the City Manager;
Increase appropriations in the General Services Fund (IS 385) in the Technology and Innovation Department (Tl) by $113,410, offset by the release of funds reserved for these purposes; and
Increase appropriations in the General Fund (GF) in the Police Department (PD) by $216,000, offset by Asset Forfeiture funds. (Citywide)
DISCUSSION
City Council approval is requested to enter into a contract with ThirdWave Corporation, of Los Angeles, CA, for the development of Information Technology Strategic Plans (ITSP) for the Technology and Innovation (TIO) and Police Departments (PD). Additional departments have also expressed interest in pursuing the development of their own ITSP; therefore, additional contract authority may be requested in the future to account for these
needs. The TIO and PD ITSPs will articulate a clear vision for future technology needs and set a roadmap to attain and maintain the strategy.
The City is currently undertaking a number of transformative technology initiatives that are changing the way City staff conducts business and how residents interact with the City. These initiatives are helping the City become more efficient, data driven, and technologyoriented. As the City continues to evolve, proper enterprise planning is needed. This will help ensure overall technological capabilities do not degrade but are instead maintainedand improved to meet the enhanced public service offerings. Through studied analysis,
strategic planning will assist to define the appropriate level of infrastructure to support current and future technology initiatives, guide the proper amounts of necessary training for staff, outline the appropriate service delivery structure to support current systems, and adapt to the ever-changing technology landscape. Most importantly, strategic planning will ensure that funding needs are clearly articulated so the City can properly plan for the budget needed to meet City goals.
For PD, the technology challenges are vast and the need to respond to these challenges is critical for law enforcement. Several topics the ITSP would address include: systems that allow for efficient information sharing with other law enforcement agencies; speed of access to data and communications within the department; meeting new state and federal reporting requirements; upgrading/replacing antiquated records systems; handling increased demands for video footage and data storage with adoption of new technologies
like body worn cameras; and, ensuring compliance with security standards like Criminal Justice Information Services and California Law Enforcement Telecommunications System (CLETS).
The Request for Proposals (RFP) was advertised in the Long Beach Press-Telegram on February 8, 2017, and 6,101 potential firms specializing in information systems were notified of the RFP opportunity. Of those proposers, 165 downloaded the RFP via the City's electronic bid system. The RFP document was also made available from the Purchasing Division, located on the seventh floor of City Hall, and the Division's website at
www.longbeach.gov/purchasing. An RFP announcement was also included in the Purchasing Division's weekly update of Open Bid Opportunities, which is sent to 22 local, minority and women-owned business groups. Ten proposals were received on March 9, 2017. Of those 10 proposers, four were certified Small Business Enterprises (SB Es), four were Minority-owned Business Enterprises (MBEs), two were Women-owned Business Enterprises (WBEs), and none were Long Beach businesses (Local).
The selection committee, comprised of representatives from the Technology and Innovation and Police Departments, determined that ThirdWave Corporation, of Los Angeles, CA, was the most qualified firm based on their extensive hands-on experience developing and implementing ITSP, especially given their proficiency developing plans for cities and public agencies similar to, and larger than, the City of Long Beach such as the cities of Las Vegas, San Jose, and Sacramento. ThirdWave also has comparable costs with other service providers, desirable qualifications and project approach, and a demonstrated ability to meet the requirements in the scope of the RFP.
The City will work with ThirdWave to conduct assessments and develop a strategic "roadmap" for future technology for the years 2017 to 2022. The TIO plan will focus on Citywide enterprise technology initiatives, while the PD plan will focus on department specific technology needs that integrate into the City's overall strategy. As part of future initiatives, other departments may seek to develop their own IT strategic plans. This model was adopted to streamline the development and to allow departments to focus on their specific technology needs.
Local Business Outreach
In an effort to align with the City's outreach goal, Long Beach businesses are encouraged to submit proposals for City contracts. The Purchasing Division also assists businesses with registering on the PlanetBids database to download RFP specifications. Through outreach, 589 Long Beach vendors were notified to submit proposals, of which five downloaded and none submitted a proposal. The Purchasing Division is committed to continuing to perform outreach to local vendors to expand the bidder pool.
This matter was reviewed by Deputy City Attorney Amy R. Webber on August 25, 2017 and by Budget Analysis Officer Julissa Jose-Murray on September 18, 2017
TIMING CONSIDERATIONS
City Council action to adopt Specifications No. RFP Tl 17-057 and award a contract concurrently is requested on October 3, 2017, to ensure the contract is in place expeditiously.
FISCAL IMPACT
Contract costs will not exceed $329,410, including the 20 percent contingency, for professional consulting services related to the development of Information Technology Strategic Plans. An appropriation increase in the amount of $113,410, is requested in the General Services Fund (IS 385) in the Technology and Innovation Department (Tl), offset by the release of funds reserved for these purposes. An appropriation increase of $216,000 is also requested in the General Fund (GF) in the Police Department (PD), offset by Asset Forfeiture funds. There is no local job impact associated with this recommendation.
SUGGESTED ACTION
Approve recommendation.
BODY
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Respectfully Submitted,
BRYAN M. SASTOKAS
DIRECTOR OF TECHNOLOGY AND INNOVATION
ROBERT G. LUNA
CHIEF OF POLICE
JOHN GROSS
DIRECTOR OF FINANCIAL MANAGEMENT
APPROVED:
PATRICK H. WEST
CITY MANAGER