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4 DATE: February 20, 2024
TO: Mayor and Members of the City Council
VIA: Stefan Chatwin, City Manager
FROM: Diane Pitman, Administrative Services Director
Rob Lasky, IT Manager
DEPARTMENT: Administrative Services
SUBJECT: ANNUAL SCOPE OF WORK AND UPDATED MASTER SERVICES AGREEMENT WITH URBAN INSIGHT, INC. FOR WEBSITE
DEVELOPMENT SERVICES FOR CALOPPS.ORG IN AN AMOUNT
NOT TO EXCEED $30,000
RECOMMENDATION
It is recommended that the City Council adopt the attached resolution authorizing:
1. Approval of the Annual Scope of Work with Urban Insight, Inc. for website development services for Calopps.org in an amount not to exceed $30,000; and
2. Approval of an updated Master Services Agreement with Urban Insight, Inc. for website development services for Calopps.org.
EXECUTIVE SUMMARY
Since 2015, City staff has been working with Urban Insight, Inc. (Urban Insight) to develop code for the City-run shared-services website www.calopps.org. Staff is requesting to continue this relationship by extending the Scope of Work through December 2024. In addition, the Master Services Agreement (MSA) with Urban Insight needs to be extended to a fourth year which requires City Council approval to comply with the City’s purchasing policy.
BACKGROUND
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4 Calopps.org is a shared-services website run by Foster City and it provides job applicant tracking and/or job opening advertisement services to over 100 California public agencies.
CalOpps was originally developed entirely by a member of the Foster City IT Division in 2004. When that IT staff member retired in 2013, his skillset was not backfilled, so the City had to look for external web development support. In 2015, after an RFP process, the City chose Urban Insight to develop and maintain a new version of the CalOpps website and the City has continued working with them since then.
Urban Insight has helped roll out new features for CalOpps, troubleshoot issues on the CalOpps website, and also keep the server patched for security updates. Without this assistance, the security and stability of this website could suffer.
ANALYSIS
This Scope of Work is for 12 months (January 2024 to December 2024). No new features will be worked on this year – only troubleshooting and security patching will be performed. New features are on hold because a major upgrade to Drupal (the software framework that CalOpps is built on) will be required by January 2025 which will require a rebuild of the website. Responses to an RFP for Drupal migration services are currently being evaluated.
The Scope of Work references an MSA with Urban Insight. The MSA was originally signed by the City Manager in 2021. Since the total amount paid under the MSA based on the proposed and previous Scopes of Work will exceed $50,000 and 4 contract years, the MSA will also need City Council approval in order to comply with the City’s purchasing policy.
California Environmental Quality Act
CEQA General Rule Exemption
FISCAL IMPACT
Funding is available in the CalOpps Operating Budget (114-1210-415-4248).
CITY COUNCIL VISION, MISSION, AND VALUE/PRIORITY AREA
Innovation and Sustainability
ATTACHMENTS:
Attachment 1 – Resolution
Attachment 2 – Master Services Agreement
Attachment 3 – Scope of Work for January 2024-December 2024