TITLE
Recommendation to authorize City Manager, or designee, to execute all documents necessary to amend existing contracts with 16 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, to increase the annual contract authority by $700,000, for a total annual aggregate amount not to exceed $5,100,000, and, extend the terms of the contracts for an additional five months through March 22, 2020. (Citywide)
DISCUSSION
On January 21, 2014, the City Council authorized the City Manager to execute agreements with 16 approved firms to provide temporary, as-needed professional and technical services, in an annual aggregate amount not to exceed $950,000 (Attachment). Multiple agreements were recommended to ensure a pool of qualified candidates are readily available for the Technology and Innovation Department (TI) to quickly deliver technical services as they are needed.
Four amendments to the initial contract have occurred since being approved. On November 3, 2015, October 3, 2017, December 18, 2018, and May 7, 2019, the City Council approved annual increases in contract authority by $1,000,000, $800,000, $650,000, and $1,000,000, respectively, for a new total annual aggregate amount not to exceed $4,400,000. The contracts are set to expire in October 2019.
Of the 16 approved firms, TI has selected seven, including one Long Beach-based business, to provide support for existing and ongoing technology projects, which included enhancements to the utility customer information system (CIS), migration to the advanced metering infrastructure for the Water and Energy Resources Departments, upgrades to the land management and revenue system, implementation of DataLB, implementation of a new service management system, and transition to the new City Hall Data Center.
Current and upcoming TI projects are now estimated to exceed the authorized annual aggregate authority of $4,400,000. Therefore, City Council authorization is requested to increase the annual aggregate amount by $700,000. These projects include the implementation of the new ERP project known as LB COAST, a new document imaging system, a new Customer Relationship Management (CRM) system, and assistance with the technology design for the new Civic Center. Several key infrastructure projects are also included, such as the repair and installation of surveillance cameras at City facilities, mainframe support, and fiber and network upgrades.
A new Request for Proposals (RFP) was released on August 15, 2019 for as-needed information technology professional services. The proposed amendments include a five-month extension, which will ensure continuity of services without any disruptions until a robust formal procurement process is completed and provide adequate time for the transition period to the selected vendors.
This matter was reviewed by Deputy City Attorney Erin Weesner-McKinley on September 30, 2019, Purchasing Agent Tara Yeats on September 26, 2019, and by Budget Management Officer Rhutu Amin Gharib on September 29, 2019.
TIMING CONSIDERATIONS
City Council action is requested on October 15, 2019, to ensure projects proceed on schedule.
FISCAL IMPACT
Expenditures for as-needed professional and technical services will not exceed an annual aggregate total of $5,100,000. Sufficient appropriation is budgeted in the General Services Fund Group in the Technology and Innovation Department (TI) to support this activity. Funds are recovered from client departments and budgeted in the annual TI MOU. This recommendation is not expected to require additional staff hours beyond the normal budgeted scope of duties and is consistent with existing City Council priorities. 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
[Enter Body Here]
Respectfully Submitted,
LEA D. ERIKSEN
DIRECTOR OF TECHNOLOGY AND INNOVATION
APPROVED:
THOMAS B. MODICA
CITY MANAGER