Agenda Item A.2
CONSENT CALENDAR
Meeting Date: December 3, 2024
TO: Mayor and Councilmembers
SUBMITTED BY: Peter Imhof, Planning and Environmental Review Director PREPARED BY: Lisa Prasse, Current Planning Manager
Brian Hiefield, Associate Planner
SUBJECT: Amendment No. 2 to Computer Software Incorporated Contract for a new Managed H osting Services term and to develop a digital signature component
RECOMMENDATION:
Authorize the City Manager to execute Amendment No. 2 to Professional Services Agreement No. 2011-050 with Computer Software Incorporated for a new five-and-a-half- year Managed H osting Services term and to develop a digital signature component, increasing the maximum contract amount by $278,100 for the hosting services and $7,650 for the digital signature component for a total not-to-exceed amount of $ 642,330, and to allow the contract to be signed in counterparts.
BACKGROUND:
On June 30, 201 1, the City Council approved a Professional Services Agreement between the City of Goleta and Computer Software Incorporated (CSI) for service s related to the creation of the electronic permit tracking system called MAGNET. CSI was selected based on the quality and efficiency of their MAGNET software interface, detailed staff training programs, seamless offsite hosting capabilities, extensive internet security protocols, customer -oriented values, permit tracking systems experience, positive reference checks, and proposal cost.
Following the execution of the contract with CSI, the project was put on hold until the details regarding the permit procedures under the new Zoning Ordinance ( now Title 17) could be developed. In December 2018, the contract was amended (Amendment 2011- 050.1) to add time through 2024 to allow for the NZO to be completed and to incorporate additional needed tasks regarding Public Works and mobile inspections.
Magnet went live in November 2019. Over the past five years, CSI has a djusted the functionality of the permitting software as topics have been identified through use by staff.
All the tasks outlined in Exhibit A and A -1 of the contract and Amendment 1 have been 1 Meeting Date: December 3, 2024
completed; the contract is currently at the end of the fifth year of the five-year Managed Hosting Services period.
On June 18, 2024, the City Council authorized an a mendment that was going to be Amendment No. 2 to the Contract 2011-050 that would create a digital signature feature in Magnet to eliminate the need to secure signatures for permits or other documents outside of the Magnet system. This enhancement would add the ability for clients of the City of Goleta to be able to acknowledge or “sign” specific documents electronically. While Council authorized an amendment on that date, it has not yet been executed at this time because of a series of small delays including a refinement to the task scope . Knowing that the need to extend the hosting and maintenance associated Contract 2011-050 was imminent, staff decided to forego purs uing the signing of the previous proposed amendment and instead incorporating the task into this amended contract which will be known as Amendment No. 2.
The Magnet system allows City staff and the public to have easy and quick access to vast amounts of public records related to the Planning, Building, Public Works and licensing functions of the City. It allows the City to compile its digital data archive, including legacy data received from the County prior to City incorporation , in the s ame place as data created by the City. Any data that is archived in Magnet can be compiled into any number of reports, depending on the end-user’s needs.
Since going live in November of 2019, staff has processed approximately 900 Planning applications, 5,000 Building Permits, 1,200 Encroachment Permits, and 11,000 Business Licenses through Magnet.
CSI prides itself on providing world class support and maintenance of the Magnet system.
The City has benefited greatly from CSI products and services . Magnet has completed over 1,000 customer service ticket requests in the current five -year hosting period. A summary of customer service ticket requests is provided below:
Configuration Tickets: 586
These include items such as adding
new fields, adjusting case
information, Self -Service Portal
updates, and new case or license
types.
Data Tickets: 126
These include parcel updates,
legacy data imports, and other data
items.
New Features: 241
These include 50 new features
related to specific staff requests for
upgrades.
Report Tickets: 71
These are related to requests for
adding new custom reports or
making modifications to existing
ones.
2 Meeting Date: December 3, 2024
DISCUSSION:
The current request is to amend Agreement No. 2011-050 to extend the Managed Hosting Services for a five-and-a-half-year period so that the contract, which would end in 2030, corresponds to the fiscal year rather than the calendar year. The amendment will also include the development of a digital signature component for Magnet that was authorized with Amendment No. 2 as discussed above but has not been developed yet. The following section shares what will be provided during the upcoming time period.
Managed Hosting Services includes the following components provided by CSI Magnet:
The Magnet platform will continue to remain hosted in an offsite data facility, where the data is backed up nightly, stored redundantly, and restored rapidly in case of failure. CSI will monitor the necessary hardware and computing infrastructure required to run both the back-office Magnet interface for staff and the public -facing Magnet Self -Service Portal.
The data facility is a secure an d controlled data center with redundant power, communications, and cooling systems. Support includes server installation, application installation, security patching, maintenance, monitoring, and backup and recovery services.
For data security, CSI performs snapshots of all Magnet web servers daily so that in the event of a server hardware failure or a disaster, CSI can restore the server. CSI monitors all servers for availability and performance 24/7 using automated supervision software that automatically notifies CSI of any events or activities that are outside the predefined acceptable ranges. If there is an issue detected outside of normal business hours, an on- call technician is notified for resolution. To ensure software security, CSI performs monthly scheduled maintenance of all its production servers.
Staff has not experienced any issues with accessing the system or any archived data, nor have there been any concerns about data security.
The term for the new five -and-a-half-year Managed Hosting Services would be from January 1, 2025, to June 30, 2030, broken into the following periods and date ranges:
Period Date Range
Period 1 January 1, 2025, to June 30, 2025
Period 2 July 1, 2025, to June 30, 2026
Period 3 July 1, 2026, to June 30, 2027
Period 4 July 1, 2027, to June 30, 2028
Period 5 July 1, 2028, to June 30, 2029
Period 6 July 1, 2029, to June 30, 2030
Hosting Services
Backup and Disaster Recovery
System Monitoring
Operating System and
Applications Security
3 Meeting Date: December 3, 2024
As shared with Council in June, t he ability to secure signatures digitally through the Magnet program, especially rela ting to building permits , is a needed enhancement to improve the functionality and efficiency of the permitting software . Currently, as part of the permitting process, the City either sends the permit to the applicant/contractor to sign, who then returns it to the City , or the applicant/contractor is required to come in to sign the permit in person. The form is then scanned and uploaded to Magnet to issue the permit electronically through Magnet.
The objective of this enhancement is to better streamline the process and to prevent the need for unnecessary external workflows outside of Magnet. The proposal is for CSI to develop the software to allow for signatures to be secured through the Magnet program.
While it is typical for ongoing services to be re-bid periodically, it would be problematic to do so associated with the Permit Tracking system provided by CSI Magnet. CSI , as the creator of the Magnet permit tracking system specifically designed to meet the City’s permitting needs, is uniquely qualified to continue to provide this service. As of the go - live date in November 2019, our entire permitting process functions completely within the Magnet platform. Changing permit tracking system providers at this point would be extremely disruptive to the permitting process and it is unlikely that another vendor would be able to support the system that is in place.
FISCAL IMPACTS:
The costs for the five-and-a-half-year Managed Hosted Services and the digital signature component will increase the project costs with the following breakdown:
CSI Magnet Hosting, FY 2024-2030
Period GL
Account
FY 24/25
Current Budget
(Period 1 only)
YTD
Actuals
Total Amount
Total
Available
Budget
Period 1 101-40-
4100-51200
$43,000 $5,749 $30,560.14
($22,910.14
Managed Hosted
Service + $7,650
digital signature)
$37,251
Period 2 101-40-
4100-51200
n/a n/a $46,200
(Managed
Hosted Services)
TBD
Period 3 101-40-
4100-51200
n/a n/a $47,788
(Managed
Hosted Services)
TBD
Period 4 101-40-
4100-51200
n/a n/a $49,440
(Managed
Hosted Services)
TBD
4 Meeting Date: December 3, 2024
Period 5 101-40-
4100-51200
n/a n/a $51,157
(Managed
Hosted Services)
TBD
Period 6 101-40-
4100-51200
n/a n/a $52,943
(Managed
Hosted Services)
TBD
Total n/a n/a $278,088.14 n/a
The total is $278,088.14, which staff has rounded up to $278,100.
The funds for Period 1 are already appropriated as part of the 202 4-2025 budget in the Professional Services account #101 -40-4100-51200. Funds for Periods 2 through 6 will be appropriated during the budget process for each corresponding fis cal year. Please note that there is a four percent rate increase for Managed Hosted Services in Periods 2 through 6 to cover anticipated increased costs in labor, materials, servers, hosting infrastructure, and inflation. There is no rate increase proposed for Period 1.
ALTERNATIVES:
The alternative includes: 1) not to authorize the contract amendment (current process for securing signatures would continue); or 2) continue the item for additional information.
LEGAL REVIEW BY: Isaac Rosen, Acting City Attorney
APPROVED BY: Robert Nisbet, City Manager
ATTACHMENTS:
1. Amendment No. 2 to Contract 2011-050
2. Contract 2011-050 and 2011-050.1
5 ATTACHMENT 1
Amendment No. 2 to Contract 2011-050
6 Project Name: Electronic Permit Tracking System
AMENDMENT NO. 2
TO A PROFESSIONAL SERVICES AGREEMENT
BETWEEN THE CITY OF GOLETA
AND
COMPUTER SOFTWARE INCORPORATED
This Amendment No. 2 to the Professional Services Agreement by and between the City of Goleta , a municipal corporation (“City”) and Computer Software Incorporated (“Consultant”) dated June 30, 2011 (“Agreement,” Agreement No. 2011 - 050) is made on this 3rd day of December 2024.
SECTION A. RECITALS
1. This Agreement is for the ongoing hosting and maintenance of the Electronic Permit Tracking System (PTS) developed by the Consultant for the City of Goleta between 2011 -2019 as set forth in the Scope of Work, attached as Exhibit A. Once the PTS went live, the Consultant maintained and hosted the PTS for the past five years as set forth in Exhibit A; and
2. This Agreement has been amended once to increase the compensation for the continued development and ongoing maintenance of the PTS, to increase the time period until December 31, 2024, and to expand the scope of work to include mobile inspections and a Public Works portal. (Amendment No. 1) . A second amendment to develop a signature function for the PTS was authorized by City Council on June 18, 2024 , but was not executed due to the need to further amend the scope of work . The task s associated with the unexecuted amendment have been incorporated into the current amendment’s scope; and
3. The Agreement currently provides in Section 3 Subsection (a) for the total compensation amount not to exceed $364,230; and
4. The parties desire to amend the Agreement so as to provide for additional Compensation (1) in the amount of $7,650 for the previously authorized signature task and (2) in the amount of $270,450 for managed hosting services for the term of this agreement; and
5. The Agreement currently provides in Exhibit A and Exhibit A -1 entitled “Scope of Work” the complete and particular description of services which have been completed; and
6. The parties desire to replace Exhibit A and Exhibit A -1 by adding additional services as more completely and particularly set forth in the Scope of Work, attached as Exhibit "A-2"; and
7. The Agreement as previously amended currently provides in Exhibit B and B-1 entitled “Schedule of Fees and Payments”; and
Docusign Envelope ID: D578C3EF-91E4-4F2D-865C-6F15034388E8 7 Project Name: Electronic Permit Tracking System
City of Goleta
Amendment No.2 to Agreement No. 2011-050
8. The parties desire to replace Exhibit B and Exhibit B -1 of the Agreement to identify the new Schedule of Fees and Payments , attached as “Exhibit B -2”; and
9. The Agreement currently provides in Section 6 for the termination of the Agreement on December 31, 2024; and
10. The parties desire to amend the Agreement so as to extend the termination of the Agreement to June 30, 2030; and
11. The Agreement did not provide for the Agreement or any amendments to be executed in counterparts by facsimile or electronic mail; and
12. The parties desire to amend the Agreement to allow for execution of the Agreement and amendments by facsimile and electronic mail in order to expedite the finalization of the agreements; and
13. The City Council approved this Amendment No. 2, on this 3rd day of December 2024.
SECTION B. AMENDED TERMS
Now therefore City and Consultant agree that the Agreement be, and hereby is, amended as follows:
1. Subsection (a) of Section 3. COMPENSATION AND PAYMENT of the Agreement is amended to add an additional authorized amount of $278,100 and to read in its entirety:
(a) Maximum and Rate . The total compensation payable to CONSULTANT by CITY for the services under this AGREEMENT SHALL NOT EXCEED , with the exception of “extra services” described in Section 4 of this agreement , the sum of $642,330 (herein "not -to-exceed amount" ) and shall be earned as the work progresses, on the following basis:
Rates and with reimbursement to CONSULTANT for those
expenses set forth in CONSULTANT's Schedule of Fees
marked Exhibit "B-2," attached and incorporated herein. The rates and expenses set forth in that exhibit shall be binding upon CONSULTANT until June 30, 2030 , after which any
change in said rates and expenses must be approved in
writing by CITY's Project Manager as described in Section 5 (CITY is to be given 60 days notice of any rate increase request), provided the not to exceed amount is the total Docusign Envelope ID: D578C3EF-91E4-4F2D-865C-6F15034388E8 8 Project Name: Electronic Permit Tracking System
City of Goleta
Amendment No.2 to Agreement No. 2011-050
compensation due CONSULTANT for all work described
under this AGREEMENT.
(b) Payment. CONSULTANT shall provide CITY with written verification of the actual compensation earned, which written verification shall be in a form satisfactory to CITY's Project Manager, as described in Section 5. Invoices shall be made no more frequently than on a monthly basis, and describe the work performed (including a list of hours worked by personnel classification). All payments shall be made within 30 days after CITY’s approval of the invoice.
2. Section 6. TERM, PROGRESS AND COMPLETION of the Agreement is amended to extend the term for an additional 5.5 years to read in its entirety:
The term of this Agreement is from the date first written above to June 30, 2030, unless the term of this Agreement is extended or the Agreement is terminated as provided for herein.
CONSULTANT shall not commence work on the services to be performed until (i) CONSULTANT furnishes proof of insurance as required by Section 10 below, and (ii) CITY gives written authorization to proceed with the work provided by CITY’s Project Manager. All services shall be completed within the term of this Agreement following the notice to proceed.
3. This Agreement is amended to delete and replace in its entirety:
Exhibit A “Scope of Work” and Exhibit A-1 with Exhibit A-2 “Scope of Work” attached hereto and incorporated herein.
4. This Agreement is amended to delete and replace in its entirety:
Exhibits B and B -1 “Schedule of Fees and Payments with Exhibit B -2 Schedule of Fees and Payments” attached hereto and incorporated herein.
5. Section 31. COUNTERPARTS AND ELECTRONIC/FACSIMILE
SIGNATURES of the Agreement is added to include counterparts and electronic/facsimile signatures as follows:
This Agreement may be executed in several counterparts, which may be facsimile or electronic copies. Each counterpart is fully effective as an original, and together constitutes one and the same instrument.
6. Except as otherwise specifically provided herein, all other provisions of the Agreement shall remain in full force and effect.
Docusign Envelope ID: D578C3EF-91E4-4F2D-865C-6F15034388E8 9 Project Name: Electronic Permit Tracking System
City of Goleta
Amendment No.2 to Agreement No. 2011-050
In concurrence and witness whereof, this Amendment No. 2 has been executed by the parties effective on the date and year first above written.
CITY OF GOLETA CONSULTANT
_____________________________ _____________________
Robert Nisbet, City Manager Kim Dundas
Director of Operations
ATTEST:
_____________________________ _______________________
Deborah Lopez, City Clerk Ahmad M. Zahedi,
Director of Technical Operations
APPROVED AS TO FORM:
ISAAC ROSEN, ACTING CITY ATTORNEY
_____________________________
Winnie Cai, Deputy City Attorney
Docusign Envelope ID: D578C3EF-91E4-4F2D-865C-6F15034388E8 10 Project Name: Electronic Permit Tracking System
City of Goleta
Amendment No.2 to Agreement No. 2011-050
EXHIBIT A-2
CONSULTANT will create a digital signature feature in Magnet to eliminate the need to secure signatures for permits or other documents outside of the Magnet system. This enhancement adds the ability for clients of the City of Goleta to be able to acknowledge or “sign” specific documents electronically. The signature feature will be non-binding and intended for tracking only.
CONSULTANT will provide hosting services more fully described below:
Hosting Facilities
The MAGNET SaaS (Software as a Service) platform (servers, infrastructure, and storage) for the Subscription Services is and will remain hosted in one of the largest data centers in North America, designed and constructed to deliver world -class physical security, power availability, infrastructure flexibility, and growth capacity. Data is and will remain backed up nightly, stored redundantly, and will be restored rapidly in case of failure.
Hosting Hardware Infrastructure
CSI will provision and monitor the necessary hardware and computing infrastructure required to support the Licensee’s MAGNET Installation including purchased integrations, including but not limited to the MAGNET Self -Service Portal and MAGNET Mobile. CSI will provide or provision all necessary computers, firewalls switches, etc. for the acceptable and efficient operation of the Hosted System. The hosting infrastructure will be maintained in a manner that is consistent with industry best practices. The cloud data center is a secure, controlled data center with redundant power, communications, and cooling systems. Support includes server installation, application installation, security patching, maintenance, monitoring, and backup and recovery services.
Minimum services include:
✓ Ensuring that the network infrastructure is up and running 24 hours per day, 7 days per week.
✓ Daily backup system checks/rectification as required. ✓ Monitor and ensure all scheduled tasks run appropriately. The frequency of the monitoring of each task will be done in accordance with the frequency in which the task is scheduled to run (ex. hourly, daily, etc).
✓ Maintain 24x7 support availability for infrastructure down situations. ✓ Maintain 24x7 incident response capability for cyber security events. ✓ Operating System patch check plus installation and server reboots as necessary.
✓ Upgrade and patch software -dependent components such as Apache, PostgreSQL, Perl, PHP, etc.
Docusign Envelope ID: D578C3EF-91E4-4F2D-865C-6F15034388E8 11 Project Name: Electronic Permit Tracking System
City of Goleta
Amendment No.2 to Agreement No. 2011-050
✓ Monitor all system logs to identify potential issues with computer systems and networking components.
✓ Hard disk check & rectification as required.
✓ Anti-Virus software check and status report if relevant. ✓ Introduce and integrate new technologies into existing data center environments.
✓ System performance tuning.
✓ Monitoring file system and disk usage.
✓ Monitoring system availability.
✓ Monitoring system usage.
✓ Adding/modifying/removing system user accounts.
✓ Firewall management including security policies for 3rd party integrations. ✓ Escalate incidents, systems failures, and outages to the cloud vendor(s). ✓ Coordinating changes across the system.
✓ Conducting security testing and reviews in accordance with CSI standard schedules.
Database Administration (PostgreSQL)
• Installing and maintaining database management
software.
• Backup and Recovery measures to safeguard data.
• Maintaining databases where database administration
(DBA) involvement is necessary.
• Regular database maintenance tasks such as vacuuming, recovering disk space, updating planner statistics, re-indexing, and maintenance of log files. • Monitoring and maintaining space usage within the
database.
• Provisioning and monitoring security measures within
the database environment.
• Documented procedures, best practices,
troubleshooting, and disaster recovery.
Data and System Backups
▪ Perform daily backups of application and Licensee data. ▪ All data is stored in at least two data center zones. In the event of an outage, applications seamlessly access
the data in the alternate zone.
CONSULTANT will provide back up and disaster recovery more fully described as follows:
Docusign Envelope ID: D578C3EF-91E4-4F2D-865C-6F15034388E8 12 Project Name: Electronic Permit Tracking System
City of Goleta
Amendment No.2 to Agreement No. 2011-050
Backup
For data security, CSI performs snapshots of all MAGNET web servers daily. In the event of a server hardware failure, CSI professionals can restore the server.
Disaster Recovery
Regardless of the planning and processes in place, no one can predict a catastrophic hurricane, fire, or flood. CSI cannot be held responsible for data loss that is beyond our control, as a result of these instances. In these cases, CSI will recover data and continue services by recreating its hosting facilities and recovering from backups that were off-site or on the Cloud.
CONSULTANT will provide system monitoring more fully described as follows:
CSI will monitor all production servers for availability and performance. Automated supervision software monitors the server 24/7 and automatically notifies our help desk of any events or activities that are outside predefined acceptable ranges. Help desk technicians proactively respond to bring the server parameters back within acceptable target ranges.
All services, resources, assets, and activity of the servers are monitored, including:
• Web Services
• Available Space
• Memory Usage
• CPU Usage
• Web Traffic
• Database usage
• Database Performance
• Replication Services
• Logging Locations
• Network Performance
• SSL Certificate validity
If there is an issue alerted from our monitoring resources after normal business hours, the on-call technician will be notified for resolution.
CONSULTANT will provide operating systems and applications security more fully described as follows:
To ensure software security, CSI’s internal policies require the maintenance of all its production servers. Scheduled maintenance usually occurs on the 3rd Saturday of every month. An email will be sent out to the Licensee notifying them of any service unavailability during the scheduled maintenance.
Security and update measures also include:
• Firewall scans traffic for malicious activity.
• DNS scan for server vulnerabilities.
Docusign Envelope ID: D578C3EF-91E4-4F2D-865C-6F15034388E8 13 Project Name: Electronic Permit Tracking System
City of Goleta
Amendment No.2 to Agreement No. 2011-050
• SSL certificate scanning monthly.
In regard to updates, the Licensee will use reasonable efforts to implement any update as soon as practicable after receipt. CSI will not be obligated to fix any Licensed Software error that would be corrected if the Licensee had installed the latest updat e released by CSI.
Docusign Envelope ID: D578C3EF-91E4-4F2D-865C-6F15034388E8 14 Project Name: Electronic Permit Tracking System
City of Goleta
Amendment No.2 to Agreement No. 2011-050
EXHIBIT B-2
SCHEDULE OF FEES AND PAYMENTS
The following is the schedule of payment for the services described in Exhibit A-2:
Period 1 (1/1/25-6/30/25): $30,560.14. This is for Managed Hosted Services ($22,910.14) and Digital signature enhancement
($7,650).
Period 2 (7/1/25 -6/30/26): $46,200 for Managed Hosted Services.
Period 3 (7/1/26-6/30/27): $47,788 for Managed Hosted Services
Period 4 (7/1/27 – 6/30/28): $49,440 for Managed Hosted Services
Period 5 (7/1/28 – 6/30/29): $51,157 for Managed Hosted Services
Period 6 (7/1/29-6/30/30): $52,943 for Managed Hosted Services
Docusign Envelope ID: D578C3EF-91E4-4F2D-865C-6F15034388E8 15 ATTACHMENT 2
Contract 2011-050 and Amendment No. 1
16 17
18 19
20 21
22 23
24 25
26 27
28 29
30 31
32 33
34 35
36 37
38 39
40 41
42 43
44 45
46 47
48 49
50 51