TITLE
Recommendation to authorize City Manager, or designee, to execute all documents necessary to amend existing contracts with seven 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 extend the terms of the contracts an additional four months to July 22, 2020. (Citywide)
DISCUSSION
On January 21, 2014, the City Council authorized the City Manager to execute agreements with recommended firms to provide as-needed professional and technical services, in an annual aggregate amount not to exceed $950,000 for a period of two years. Multiple agreements were recommended to ensure a pool of qualified candidates are available for the Technology and Innovation Department (TI) to deliver technical services as requested in a timely manner.
Five amendments to the contract have since been approved; on November 3, 2015, October 3, 2017, December 18, 2018, May 7, 2019, and October 15, 2019, where the City Council approved annual increases in contract authority by $1,000,000, $800,000, $650,000, $1,000,000, and $700,000, respectively, for a new total annual aggregate amount not to exceed $5,100,000.
Of the 16 firms that the City Council approved, TI selected seven, including one Long Beach-based business, to provide support for existing and ongoing technology projects, which include 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 Civic Center Data Center. The contracts with the seven firms are set to expire March 22, 2020. City Council approval is requested to amend these contracts to extend the terms to July 22, 2020 for four additional months.
A new Request for Proposals (RFP) was released on August 15, 2019 for as-needed information technology professional services. The procurement process is now in its final stages. Therefore, the proposed amendments will ensure continuity of services without any disruption until the award of new contracts and the transition period is completed. TI anticipates the new contracts award being presented to the City Council later in 2020.
This matter was reviewed by Deputy City Attorney Erin Weesner-McKinley on February 13, 2020, Purchasing Agent Tara Yeats on February 11, 2020, and by Budget Management Officer Rhutu Amin Gharib on February 19, 2020.
TIMING CONSIDERATIONS
City Council action is requested on March 10, 2020, to ensure services for information technology projects are uninterrupted.
FISCAL IMPACT
There is no fiscal impact to extend the terms of the seven contracts for as-needed professional and technical services to July 22, 2020. Sufficient appropriation is budgeted in the General Services Fund Group in the Technology and Innovation Department to continue to support this activity. The costs are allocated to user departments via the annual TI Memorandum of Understanding. 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.
Respectfully Submitted,
LEA D. ERIKSEN
DIRECTOR OF TECHNOLOGY AND INNOVATION
APPROVED:
THOMAS B. MODICA
ACTING CITY MANAGER