TITLE
Recommendation to authorize City Manager, or designee, to execute all documents necessary to amend existing contracts with 16 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 annual aggregate amount by $1,000,000, for a total annual aggregate amount not to exceed $4,400,000, and extend the term of the contracts for an additional five months through October 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 (Attachment).
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, and 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. Lastly, on December 18, 2018, the City Council approved an annual increase in contract authority by $650,000, for a new total annual aggregate amount not to exceed $3,400,000. 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 Energy Resources 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 May 2019.
Current and anticipated projects are now estimated to exceed the authorized annual aggregate authority of $3,400,000. Therefore, City Council authorization is requested to increase the annual aggregate amount by $1,000,000. 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.
In addition, TI is currently working with the Financial Management Department to update the scope of work and conduct a thorough review of specifications for a Request for Proposals (RFP) for as-needed professional and technical services. The proposed extension of the current contracts through October 22, 2019 will provide adequate time to complete a robust procurement process, as well as allow the continuation of services until the award of a new contract and the transition period is completed.
This matter was reviewed by Principal Deputy City Attorney Gary J. Anderson on April 16, 2019, by Purchasing Agent Tara Yeats on April 17, 2019, and by Budget Analysis Officer Julissa José-Murray on April 18, 2019.
TIMING CONSIDERATIONS
City Council action is requested on May 7, 2019, to ensure projects proceed on schedule.
FISCAL IMPACT
Expenditures for as-needed professional and technical services will not exceed an annual aggregate total of $4,400,000. Sufficient appropriation is budgeted in the General Services Fund (IS 385) in the Technology and Innovation Department (TI) to support this activity. Funds are recovered from client departments and are budgeted in the annual TI MOU. 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:
PATRICK H. WEST
CITY MANAGER