Title
Recommendation to Authorize the Interim City Manager to Execute a Second Amendment to Agreement with Digital Maps for Three Years, for an Amount Not to Exceed $36,000 per Year, for a Total Five-Year Expenditure Not to Exceed $180,000, for Government Data Mapping. (Information Technology 2611)
Body
To: Honorable Mayor and Members of the City Council
From: David L. Rudat, Interim City Manager
EXECUTIVE SUMMARY
The City is in the third year of the amended agreement for which the compensation is $36,000 and will now exceed $75,000 in cumulative compensation, requiring Council approval.
BACKGROUND
Digital Maps, also known as GovClarity®, is a local government data mapping and government map tool and is designed specifically for the unique needs of agencies doing local government data mapping such as cities, counties, and regional associations. GovClarity’s spatial data integration and government data mapping platform provides a common system for agencies to easily access, create, analyze and maintain location data. City departments that currently have access to this tool are Public Works, Community Development, Finance, Police and Fire as well as Housing Authority.
On July 1, 2016, the City entered into an agreement with Digital Map Products with compensation not to exceed $36,000 (Exhibit 1). In July 2017, the City requested a first Amendment revising the terms as follows (Exhibit 2):
• Extend the termination date to June 30, 2018, unless terminated earlier.
• The Agreement could be mutually extended on a year-by-year basis, for up to three (3) additional years, at the discretion of the Information Technology Director, based, at a minimum, upon satisfactory performance of the Agreement. The Information Technology Director can submit written notice to extend the Agreement at the same terms and compensation as the existing Agreement.
DISCUSSION
The City has contracted with Digital Map Products for their GovClarity data mapping tool for several years. Upon execution of the First Amendment to the Agreement, the term of the agreement was extended; however, the compensation was not increased to include years three to five. The city is in the third year of the amended agreement for which the compensation is $36,000 and will now exceed $75,000 in cumulative compensation, requiring Council approval. The City has been pleased with GovClarity’s cloud-based application with no maintenance issues or hidden costs. Several City departments expressed how easy it is to use this mapping tool.
Therefore, staff is recommending that the City Council approve the Second Amendment to the Agreement in the amount of $36,000 per year, with total compensation for the five-year agreement not to exceed $180,000 (Exhibit 3).
FINANCIAL IMPACT
The funds for this contract are budgeted in the Information Technology Internal Service Fund (705). Sufficient appropriations are available to cover the cost of this contract for Fiscal Year 2018-19.
|
|
Approval Date |
Amount |
|
Original Agreement (FY 2016-17) |
July 2016 |
$36,000 |
|
1st Amendment (FY 2017-18) |
July 2017 |
$36,000 |
|
2nd Amendment (FYs 2018-21) |
July 2018 |
$108,000 |
|
Total |
|
$180,000 |
Contract cost for years beyond FY 2018-19 will be subject to future budget approvals.
MUNICIPAL CODE/POLICY DOCUMENT CROSS REFERENCE
Pursuant to Alameda Municipal Code Section 2-59.3, City Council approval is required.
ENVIRONMENTAL REVIEW
The California Environmental Quality Act (CEQA) applies only to projects that have the potential for causing a significant effect on the environment. This action is not a project under Public Resources Code section 21065 and CEQA Guidelines section 15378.
RECOMMENDATION
Authorize the Interim City Manager to execute a second amendment with Digital Maps for three years, for an amount not to exceed $36,000 per year, for a total five-year expenditure not to exceed $180,000, for government data mapping.
Respectfully submitted,
Carolyn Hogg, Information Technology Director
Financial Impact section reviewed,
Elena Adair, Finance Director
Exhibit:
1. Agreement
2. First Amendment
3. Second Amendment