CITY COUNCIL STAFF REPORT
Meeting: June 6, 2023
Subject
Consider authorizing the City Manager to execute a Third Amendment to Professional S ervices agreement with Quartic Solutions, LLC ., for software updates and technical support services, increasing the current contract amount by $184,800 over the next three years, for a total contract amount of $354,800.
Recommended Action
Authorize the City Manager to execute a Third Amendment to Professional Services agreement with Quartic Solutions, LLC., for Software updates and technical support services, increasing the current contract amount by $184,800 over the next three years, for a total contract amount of $354,800.
Reasons for Recommendation
The City entered into a $60,000 contract with Quartic Solutions, a Geographic Information Systems (GIS) consulting firm, on November 30, 2021, to receive GIS and business application sup port. Subsequently, on June 6, 2022, a First Amendment to include an additional $20,000 for FY2021 -22 was approved .
Following that, a Second Amendment allocating an additional $90,000 for support services during FY2022-23 was approved on July 13, 2022 , which brings the total contract amount of $170,000. The second amendment expires on Ju ly 30, 2023.
These contract agreements were executed under the purchas ing authority of the City Manager.
To ensure the continuity of software updates and technical s upport services, staff proposes a Third Amendment, which entails a total budget of $184,800 over the next three fiscal years. This amendment will enable the City to benefit from the ongoing expertise and assistance provided by Quartic Solutions. As the value of the new amendment will bring the entire contract amount above the City Manager’s authority, this item is being presented to the City Council for approval.
Quartic Solutions possesses the requisite technical expertise and in -depth knowledge of the City's system configuration and network environment, enabling
them to promptly address daily technical support needs, including bug fixes and enhancements. Additionally, their expertise extends to offering valuable guidance for significant system upgrades.
By leveraging their expertise, Quartic Solutions assists in identifying optimal pathways and appropriate configuration setups to address a wide range of technical requirements, encompassing both major system upgrad es and basic enhancements and updates. The City can rely on Quartic Solutions' technical team to fully harness the functionality provided by our business applications.
Quartic Solutions plays a crucial role in supporting our diverse range of business applications, such as Cityworks, our asset management system, and Cupertino 311, our work order request portal. These applications empower the public to effortlessly submit requests, monitor the status of their submissions, request inspections, and report complaints for investigation.
In addition to providing advanced technical support for our systems, Quartic Solutions serves as a valuable supplement to our internal resources. The vendor’s expertise and assistance enhance our ability to deliver efficient and effective services to the public, ensuring a seamless experience when interacting with our various applications.
These services provide the following benefits to the public:
• Direct submission of issue reports for public safety concerns • Improved decision making
• Facilitated public engagement
• Enhanced data quality for accurate information dissemination • Improved infrastructure management based on data -driven decision making
• Efficient execution of work orders
• Improved service delivery for residents an d visitors • Streamlined communication between residents and City departments • Regulatory compliance and transparency
These benefits collectively contribute to a more engaged, efficient, and informed community, enhancing the overall experience and quality of life for our residents and visitors.
Sustainability Impact
Quartic Solutions' support for our business applications has significantly reduced paper usage for resident service requests. This enables residents to manage their requests online, reducing vehicle travel and paper consumption. As a result, we
conserve natural resources and reduce greenhouse gas emissions, aligning with Cupertino's Climate Action Plan (M -SW-1) and our commitment to a paperless office strategy.
Fiscal Impact
The cost of Quartic Solutions, LLC. services provided for the last two fiscal years and for the next three years is $354,800, and is budgeted in the GIS division budget, GL account 610-35-986 700-702 Contract Services account.
The table below outlines the costs across five years.
YEAR PRICE SERVICES PROVIDED
FY2021-22 $60,000 Base Agreement
FY2021-22 $20,000 First Amendment
FY2022-23 $90,000 Second Amendment
Amendment III
FY2023-24 $56,000 Third Amendment
FY2024-25 $56,000 Third Amendment
FY2025-26 $56,000 Third Amendment
FY2024-26 $16,800 10% Contingency
$184,800 Third Amendment Total Cost
$354,800 Total Contract Cost
California Environmental Quality Act
Not Applicable.
Prepared by: Teri Gerhardt, GIS Manager
Reviewed by: Bill Mitchell, Chief Technology Officer
Matt Morley, Assistant City Manager
Approved by: Pamela Wu, City Manager
Chris Jensen, City Attorney
Attachments:
A – Third Amendment to Quartic Solutions, LLC.
B – Base Agreement No. 21-262 dated 11-30-21
C - First Amendment to Agreement 21-262 dated 6-6-22
D - Second Amendment to Agreement 21-262 dated 7-13-22