TITLE
Recommendation to adopt Specifications No. PA-02312 and authorize City Manager to execute a contract and all related documents with Dataskill, Inc., of San Diego, CA (not an MBE, WBE or SBE), for the purchase of software maintenance for Lotus Domino and Lotus Notes Passport Advantage, in the total amount not to exceed $122,898 for a period of one year. (Citywide)
DISCUSSION
City Council approval is requested to enter into a one-year contract with Dataskill, Inc., for the purchase of software maintenance for Lotus Domino and Lotus Notes Passport Advantage. Currently, there are approximately 4,100 Lotus Notes users in the City utilizing the software for email and calendaring functions. In addition, various City departments use other applications developed in Lotus Notes.
It should be noted that, while the existing system has met the City's needs since its implementation in 2000, City staff continues to explore potential alternatives that may provide additional benefits and lower long-term costs. As staff has communicated to the City Council previously, the Technology Services Department has been examining possible alternates to the existing system over the past several months, including using cloud-based technology. As part of this effort, staff is conducting a data security assessment to ensure potential security risks of cloud computing are addressed and Federal and State criminal justice information security requirements can be met. This technical assessment is ongoing.
The bid was advertised in the Press-Telegram on January 27, 2012, and 764 potential bidders specializing in software were notified of the bid opportunity. Of those bidders, 16 downloaded the bid via our electronic bid system. The bid document was made available from the Purchasing Division, located on the seventh floor of City Hall, and the Division's website at www.longbeach.gov/purchasing <http://www.longbeach.gov/purchasing>. A bid announcement was also included in the Purchasing Division's weekly update of Open Bid Opportunities, which is sent to 30 local, minority and women-owned business groups. Three bids were received on February 8, 2012. Of those three bidders, none were Minority-owned Business Enterprises (MBEs), one was a Women-owned Business Enterprise (WBE), none were certified Small Business Enterprises (SBEs), and none were Long Beach businesses (Local). Dataskill, Inc., of San Diego, CA (not an MBE, WBE or SBE), was the lowest responsible bidder.
Local Business Outreach
In an effort to align with our outreach goal, Long Beach businesses were encouraged to submit bids for City contracts. The Purchasing Division also assisted businesses with registering on the Bids Online database to download the bid specifications. Through outreach, 23 Long Beach vendors were contacted to submit bids, of which one downloaded a bid but did not submit a bid. The Purchasing Division is committed to continuing to perform outreach to local vendors to expand the bidder pool.
This matter was reviewed by Deputy City Attorney Amy R. Webber and Budget Management Officer Victoria Bell on March 7, 2012.
TIMING CONSIDERATIONS
City Council action is requested on March 20, 2012 because the current maintenance agreement expires on March 31, 2012.
FISCAL IMPACT
Sufficient funds are budgeted in the General Services Fund (IS 385) in the Technology Services Department (TS) to support this activity. There is no local job impact associated with this recommendation.
SUGGESTED ACTION
Approve recommendation.
Respectfully Submitted,
JOHN GROSS
DIRECTOR OF FINANCIAL MANAGEMENT
CURTIS TANI
DIRECTOR OF TECHNOLOGY SERVICES
APPROVED:
PATRICK H. WEST
CITY MANAGER