TITLE
Recommendation to authorize City Manager, or designee, to execute contracts and amendments, as necessary, with 16 approved firms for as-needed professional and technical services related to system analysis, system development, system implementation, project management, and technical support for information technology projects and systems; increase the total annual contract authority by $800,000, for a total annual aggregate amount not to exceed $2,750,000; and, authorize the option to renew for an additional one-year period. (Citywide)
DISCUSSION
On January 21, 2014, the City Council authorized the City Manager to execute agreements with recommended firms to provide temporary as-needed professional and technical services (Attachment A).
On November 3, 2015, the City Council approved an annual increase in contract authority of $1,000,000 for a new total aggregate amount not to exceed $1,950,000. To date, the Technology and Innovation Department has executed agreements with 7 of the 16 approved firms to provide support for existing and on-going technology projects, which
included enhancements to the utility customer information system (CIS), migration to the advanced metering infrastructure for the Water and Gas and Oil Departments, upgrades to the land management and revenue system, implementation of DataLB, and implementation of a new service management system. The contracts will expire in
January 2018.
Current and anticipated projects are now estimated to be more than the authorized annual contract authority of $1,950,000. City Council authorization is requested to increase the annual contract authority by $800,000 and execute agreements and/or amendments, as necessary, with the approved firms to move forward with the upcoming projects. These projects include the implementation of the City's new Financial and HR/Payroll system, the implementation of a new document imaging system, and various other critical business information systems. In addition, there are several key infrastructure projects. These include the relocation of the City Hall data center, repair and installation of surveillance cameras, mainframe support, and fiber and network upgrades that will require as-needed professional services to ensure timely completion of the projects.
The Technology and innovation Department will work with the Financial Management Department to develop an updated scope of work for as-needed professional and technical services for a Citywide Request for Proposals (RFP). The extension of the current contracts through January 2019, will allow for the continuation of services through
the award of the new contracts, and for an appropriate transition period.
This matter was reviewed by Deputy City Attorney Amy R. Webber on August 21, 2017 and by Budget Analysis Officer Julissa Jose-Murray on August 22, 2017.
TIMING CONSIDERATIONS
City Council action is requested on October 3, 2017, to ensure projects proceed on schedule.
FISCAL IMPACT
Expenditures for as-needed professional and technical services will not exceed an annual aggregate total of $2,750,000. Sufficient funding is budgeted in the General Services Fund (IS 385) in the Technology and Innovation Department (Tl) to support this activity. Costs are recovered from client departments and are budgeted in the annual Tl MOU. There is potential for additional jobs to be created as a result of this action, as all recommended firms have committed to using best efforts to provide Long Beach residents with employment for City projects.
SUGGESTED ACTION
Approve recommendation.
BODY
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Respectfully Submitted,
BRYAN M. SASTOKAS
DIRECTOR OF TECHNOLOGY AND INNOVATION
APPROVED:
PATRICK H. WEST
CITY MANAGER