TITLE
Recommendation to authorize City Manager, or designee, to execute contracts, and any amendments, 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, to increase the total annual contract authority by $650,000, for a total annual aggregate amount not to exceed $3,400,000, and to extend the term of the contract for an additional four months, through May 22, 2019. (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, in an annual aggregate amount not to exceed $950,000.
On November 3, 2015, the City Council approved an annual increase in contract authority by $1,000,000, for a new total annual aggregate amount not to exceed $1,950,000. Lastly, on October 3, 2017, the City Council approved an annual increase in contract authority by $800,000, for a new total annual aggregate amount not to exceed $2,750,000 (Attachment). To date, the Technology and Innovation Department (TI) has executed agreements with 7 of the 16 approved firms, 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 Gas Departments, upgrades to the land management and revenue system, implementation of DataLB, and implementation of a new service management system. The contracts are set to expire in January 2019.
Current and anticipated projects are now estimated to be more than the authorized annual contract authority of $2,750,000. In addition, an extension of time is requested until a new procurement process for as-needed professional and technical services can be completed. Therefore, City Council authorization is requested to increase the annual contract authority by $650,000 and execute agreements and any necessary amendments, with the approved firms to continue the projects. These projects include the implementation of the following: the new Financial and HR/Payroll system (LB COAST), a new document imaging system, and a new customer relationship management system, as well as assistance with the technology design and implementation for the Civic Center, and several other key infrastructure projects, including the relocation of the City Hall data center, repair and installation of surveillance cameras, mainframe support, and fiber and network upgrades.
The Technology and Innovation Department is currently working 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 May 22, 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 November 29, 2018 and by Budget Analysis Officer Julissa José-Murray on November 30, 2018.
TIMING CONSIDERATIONS
City Council action is requested on December 18, 2018, to ensure projects proceed on schedule.
FISCAL IMPACT
Expenditures for as-needed professional and technical services will not exceed an annual aggregate total of $3,400,000. Sufficient funding is budgeted in the General Services Fund (IS 385) in the Technology and Innovation Department (TI) to support this activity. Costs are recovered from client departments and are budgeted in the annual TI 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.
Respectfully Submitted,
LEA D. ERIKSEN
DIRECTOR OF TECHNOLOGY AND INNOVATION
APPROVED:
PATRICK H. WEST
CITY MANAGER