TITLE
Recommendation to adopt resolution authorizing City Manager to execute a contract and any necessary amendments thereto with Sierra-Cedar, Inc., of Alpharetta, GA, on a sole source basis, for the purchase of computer and consulting services related to the Electronic Plan Check System in an amount not to exceed $24,000; and
Increase appropriations in the Development Services Fund
(EF 337) in the Development Services Department (DV) by $24,000. (Citywide)
DISCUSSION
On February 10, 2015, the City Council authorized the selection of e-Plan, Inc., as the City’s preferred consultant to provide an Electronic Plan Check System (System) to provide a convenient way for applicants and City staff to submit, review and approve construction plans online. As part of the System implementation, the Development Services Department (Department) requires an assessment to help identify configuration changes needed to support integration between the System and existing land management software (formerly known as Hansen).
Three firms were approached for quotes related to this assessment. Two of the firms indicated that they did not have availability to perform the work within the requested timeframe; as a result, they did not provide bids for the requested services. The third, Sierra-Cedar, Inc., proposed to complete the assessment in a six-week period for a total not to exceed $24,000. Typically, sole source procurements under $25,000 do not need City Council approval; however, Sierra-Cedar, Inc., has requested that the City enter into a Master Services Agreement, which requires City Council approval. Therefore, staff requests authorization to enter into the agreement.
City Charter Section 1801 requires that contracts for City purchases be awarded to the lowest responsible bidder after a competitive bid process, but allows for awards without a competitive bid process if accompanied by a Resolution adopted by the City Council.
This matter was reviewed by Deputy City Attorney Linda Vu on July 13, 2015, and by Budget Management Officer Victoria Bell on July 21, 2015.
TIMING CONSIDERATIONS
City Council action is requested on August 11, 2015, to ensure that the assessment related to the Electronic Plan Check System can be completed.
FISCAL IMPACT
The contract authority requested includes $24,000 for a six-week assessment of the configuration changes necessary to integrate Electronic Plan Check with existing software. An appropriation increase is requested in the Development Services Fund (EF 337) in the Development Services Department (DV) of $24,000. The increase will be offset by technology surcharge revenue, which must be spent on technological improvements for the Development Services Permit Center. There will be no local job impact as a result of the recommended action.
SUGGESTED ACTION
Approve recommendation.
BODY
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LONG BEACH AUTHORIZING THE CITY MANAGER TO EXECUTE A CONTRACT AND ANY NECESSARY AMENDMENTS THERETO WITH SIERRA CEDAR, INC. WITHOUT ADVERTISING FOR BIDS, FOR COMPUTER AND CONSULTING SERVICES RELATED TO THE ELECTRONIC PLAN CHECK SYSTEM IN AN AMOUNT NOT TO EXCEED $24,000
Respectfully Submitted,
AMY J. BODEK, AICP
DIRECTOR OF DEVELOPMENT SERVICES
JOHN GROSS
DIRECTOR OF FINANCIAL MANAGEMENT
APPROVED:
PATRICK H. WEST
CITY MANAGER