TITLE
Recommendation to authorize City Manager to execute an agreement with EMA, Inc. to develop an implementation plan for a 3-1-1 program, for an amount not to exceed $442,750. (Citywide)
DISCUSSION
A 3-1-1 program will provide a single point of contact for all non-emergency City service requests and is expected to provide substantial Citywide benefits. This will include easier access to City services through both telephone and the internet, better alignment of resources with the community's priorities, increased accountability and efficiency gains, and enhanced ability for the public, the Mayor, City Council and City management to monitor service delivery performance. In general, a 3-1-1 program will be an important component of our City's overall performance management system, providing City management with critical data that will increase efficiencies citywide and assist in operational decision-making.
In April 2006, City staff provided City Council a report on a 3-1-1 Feasibility Study (Attachment 1). It identified various 3-1-1 alternatives with general cost estimates and benefits of each alternative. The report also recommended the selection of an experienced firm to develop a comprehensive 3-1-1 program implementation strategy.
The selected firm would assist the City in evaluating and recommending the information and communications systems needed to support 3-1-1, outline the recommended design, equipment, facilities and operational structure, and develop detailed cost estimates and potential funding strategies.
As part of the Fiscal Year 2007 (FY07) Adopted Budget, the City Council appropriated $1,000,000 in one-time funding for the development of a 3-1-1 implementation strategy, with the actual implementation to be completed in FY08.
A Request for Proposals for professional consulting services to develop a comprehensive 3-1-1 program implementation strategy was advertised in October 2006 and five (5) firms submitted proposals in response to the RFP. The 3-1-1 Project Steering Committee, composed of representatives from multiple city departments, chose two finalists for final interviews, and selected EMA, Inc., as the most qualified consultant for the project.
City Council approval is being requested to enter into an agreement with EMA, Inc., to provide professional consulting services for the development of an implementation plan for a 3-1-1 program. Founded in 1975, EMA, Inc., specializes in the technology and business management needs of municipal organizations and utilities. The firm has assisted the cities of Akron, OH, Hartford, CT, Corpus Christi, TX, and is currently assisting the City of San Francisco, with their 3-1-1 implementations, as well as extensive experience in working with municipalities to implement related technology solutions.
EMA, Inc.'s consulting services would commence immediately upon contract approval by the City Council and would be expected to occur over the course of four and one half months. The work would include identifying the 3-1-1 call center location and operational and staffing requirements, assisting City staff to evaluate and recommend new information systems necessary to support 3-1-1 and defining how they would integrate with existing systems, and preparing a detailed implementation plan that clearly defines the costs and funding strategy. The implementation plan and estimated funding strategy will be presented to the City Council for final decision before moving forward with a 3-1-1 program.
This matter was reviewed by Principal Deputy City Attorney Charles Parkin on April 17, 2007 and Budget and Performance Management Bureau Manager David Wodynski on April 17, 2007.
TIMING CONSIDERATIONS
City Council approval of this item is requested on April 24, 2007 in order to move forward immediately with the development of an implementation plan for a 3-1-1 program.
FISCAL IMPACT
The contract would not exceed a one-time amount of $442,750. The City Council appropriated $1,000,000 in one-time funding in the FY(07) budget in the General Fund (GP) Citywide Activities Department (XC) for the development of a 3-1-1 program implementation plan; therefore sufficient resources are available for this contract.
SUGGESTED ACTION
Approve recommendation.
Respectfully Submitted,
NAME |
APPROVED: |
TITLE |
|
|
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GERALD R. MILLER |
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CITY MANAGER |