TITLE
Recommendation to adopt resolution authorizing City Manager to execute a Service Agreement with Episerver, Inc., of Nashua, NH, without advertising for bids, for website migration and implementation services, in an amount not to exceed $99,200. (Citywide)
DISCUSSION
City Council approval is requested to enter into a Service Agreement with Episerver, Inc. (Episerver), to migrate the current City’s website, longbeach.gov, to the Episerver platform.
In January 2015, the current provider of the City’s content management system (CMS), Ektron, was merged with a company called Episerver. The new parent company, Episerver, is no longer providing new features or functionality for the Ektron platform. In order to receive new features and enhancements to the software platform, the City needs to migrate the longbeach.gov website to the new Episerver platform. General support for the Ektron platform is still provided; however, transitioning the site to the new platform will allow the site to add new features and functionality as soon as they are released. Episerver provides professional services exclusively for migration of sites currently on Ektron to Episerver.
The proposed contract will ensure continuity in support services, as well as provide the City with any upgrades, modifications and enhancements to Ektron/Episerver products and services. A competitive procurement is not feasible because Episerver’s product builds on its predecessor’s, Ektron. A survey of similar services revealed that Episerver’s pricing is reasonable.
City Charter Section 1801 requires that contracts for City purchases be awarded to the lowest responsible bidder after a competitive bid process, but allows for awards without a competitive bid process if accompanied by a Resolution adopted by the City Council.
This matter was reviewed by Deputy City Attorney Amy R. Webber on May 2, 2016 and by Budget Management Officer Victoria Bell on May 4, 2016.
TIMING CONSIDERATIONS
City Council action is requested on May 24, 2016, to ensure that the contract is in place expeditiously. Migration and implementation services should be relatively short; a duration of five to six months is anticipated. The vendor is prepared to begin work immediately.
FISCAL IMPACT
Contract costs will not exceed $99,200. Sufficient funding is budgeted in the General Services Fund (IS 385) in the Technology and Innovation Department (TI). Costs are recovered from user departments and are budgeted through the annual Technology and Innovation Department MOU. There is no local job impact associated with this recommendation.
SUGGESTED ACTION
Approve recommendation.
BODY
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LONG BEACH AUTHORIZING THE CITY MANAGER TO EXECUTE SERVICE AGREEMENTS WITH EPISERVER INC., WITHOUT ADVERTISING FOR BIDS, FOR MIGRATION AND IMPLEMENTATION SERVICES, FOR A TOTAL NOT TO EXCEED AMOUNT OF $99,200
Respectfully Submitted,
BRYAN M. SASTOKAS
DIRECTOR OF TECHNOLOGY AND INNOVATION
APPROVED:
PATRICK H. WEST
CITY MANAGER