OFFICE OF THE CITY ATTORNEY
Long Beach, California
DAWN McINTOSH
City Attorney
GARY ANDERSON
Assista,it City AHoniey
February 21, 2023
HONORABLE MAYOR AND CITY COUNCIL
City of Long Beach
California
RECOMMENDATION:
Adopt a Resolution authorizing the City Manager or designee, to execute a contract, and any necessary documents including any necessary subsequent amendments with Cycom, Inc., of Richmond, KY for software licensing, maintenance and support in a total annual amount not to exceed $20,000 for a period of one year with the option to renew for two, one-year periods, at the discretion of the City Manager or designee. (Citywide)
DISCUSSION
City Council approval is requested to enter into a contract with Cycom, Inc. for software licensing, maintenance and support.
The City Attorney's Office utilizes a technology solution from Cycom, Inc. Citylaw, to manage legal assignments and lawsuits. Citylaw is used daily by staff to prepare, manage and store legal documents and information necessary to provide legal services and representation to its client departments citywide. Although other legal matter management products exist in the market, the City has a long-standing investment in Cycom products which are fully integrated into the City Attorney's Office daily operations. Migrating to a different platform will require significant research, planning, procurement, migration, testing, financial resources and staff time.
Cycom is an established vendor with the City of Long Beach (City) with an existing contract in place for the licensing, maintenance and support services for the Citylaw Program.
City Charter Section 1801 requires that contracts for City purchases be awarded to the lowest responsible bidder after a competitive bid process, but allows for awards without a competitive bid process when authorized by a Resolution adopted by the City Council. A competitive procurement process for these services is not feasible, Ciry Hall 411 West Ocean Boulevard, 9"' Floor, Long Beach, California 90802 (562) 570-2200 Fax (562) 436-1579 Workers' Compensation Di:,i;ion (562) 570-2245 Fax (562) 570-2220 C-16
City Council
February 21, 2023
because Citylaw software is a proprietary suite of applications that are developed, implemented, and supported solely by Cycom. No other alternative is possible without fully procuring a new system, which would not be a responsible use of staffs' time or resources. This request is the most cost-effective and efficient solution to allow for continued use of the product suite while the City Attorney's Office evaluates the need for and potentially procures alternative file management software.
This matter was reviewed by Deputy City Attorney Erin Weesner-McKinley on January 11, 2023, Business Services Bureau Manager Tara Mortenson on January 12, 2023 and by Budget Operations and Development Officer Rhutu Amin Gharib on January 13, 2023.
FISCAL IMPACT
The total annual amount of the contract will not exceed $20,000. There is sufficient appropriation budgeted in the General Fund Group in the City Attorney Department to support this activity. This recommendation has no staffing impact beyond the normal budgeted scope of duties and is consistent with existing City Council priorities.
There is no local job impact associated with this recommendation.
SUGGESTED ACTION:
Approve recommendation.
DAWN MCINTOSH
CITY ATTORNEY
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OFFICE OF THE CITY ATTORNEY
DAWN MCINTOSH, City Attorney
411 West Ocean Boulevard, 9th Floor
Long Beach, CA 90802-4664
RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE
CITY OF LONG BEACH AUTHORIZING THE CITY
MANAGER TO EXECUTE A CONTRACT AND ANY
NECESSARY DOCUMENTS INCLUDING ANY
NECESSARY SUBSEQUENT AMENDMENTS WITH
CYCOM, INC. WITHOUT ADVERTISING FOR BIDS FOR
SOFTWARE LICENSING, MAINTENANCE AND SUPPORT
IN A TOTAL ANNUAL AMOUNT NOT TO EXCEED $20,000
FOR A PERIOD OF ONE YEAR WITH THE OPTION TO
RENEW FOR TWO (2) ADDITIONAL ONE-YEAR PERIODS
WHEREAS, the Charter of the City of Long Beach, Section 1801, permits the City Manager to enter into a contract on behalf of the City, in writing or otherwise, without advertising for bids for services when authorized by resolution; and WHEREAS, the City Attorney’s Office u tilizes a technology sol ution from Cycom, Inc., “CityLaw”, to manage legal assignments and lawsuits; and WHEREAS, CityLaw is used daily by staff to prepare, manage and store legal documents and information necessary to provide legal services and representation to its client departments Citywide; and
WHEREAS, although other legal matter management products exist in the market, the City has a long -standing investment in Cycom products which are fully integrated into the City Attorney’s Office daily operations; and WHEREAS, migrating to a different platform will require significant research, planning, procurement, migration, testing, financial resources and staff time; and WHEREAS, a competitive procurement process for these services is not feasible, because CityLaw software is a pr oprietary suite of applications that are
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OFFICE OF THE CITY ATTORNEY
DAWN MCINTOSH, City Attorney
411 West Ocean Boulevard, 9th Floor
Long Beach, CA 90802-4664
developed, implemented, and supported solely by Cycom; and WHEREAS, as a result, no useful purpose would be served by advertising for bids and to do so would constitute an idle and useless act and an unnecessary expenditure of public funds;
NOW, THEREFORE, the City Council of the City of Long Beach resolves as follows:
Section 1. The above recitals are true and correct and are incorporated herein.
Section 2. The City Manager is hereby authorized to enter a contract and any necessary documents including amendments with Cycom, Inc. for software licensing, maintenance and support in a total annual amount not to exceed Twenty-Thousand Dollars ($20,000) for a period of one (1) year with the option to renew for two (2) additional one- year periods.
Section 3. This resolution shall take effect immediately upon its adoption by the City Council, and the City Clerk shall certify the vote adopting this resolution. ///
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OFFICE OF THE CITY ATTORNEY
DAWN MCINTOSH, City Attorney
411 West Ocean Boulevard, 9th Floor
Long Beach, CA 90802-4664
I hereby certify that the foregoing resolution was adopted by the City Council of the City of Long Beach at its meeting of ______________________________, 2023 by the following vote:
Ayes: Councilmembers:
Noes: Councilmembers:
Absent: Councilmembers:
Recusal(s): Councilmembers: ______________________________________ ______________________________________
City Clerk
REQUEST TO ADD AGENDA ITEM
Date: February 17, 2023
To: Monique De La Garza, City Clerk
From: City Attorney
Subject: Request to Add Agenda Item to Council Agenda of February 21, 2023
Pursuant to Municipal Code Section 2.03.070 [B], the City Councilmembers signing below request that the attached agenda item (due in the City Clerk Department by Friday, 12:00 Noon) be placed on the City Council agenda under New Business via the supplemental agenda.
The agenda title/recommendation for this item reads as follows:
Adopt a Resolution authorizing the City Manager or designee, to execute a contract, and any necessary documents including any necessary subsequent amendments with Cycom, Inc., of Richmond, KY for software licensing, maintenance and support in a total annual amount not to exceed $20,000 for a period of one year with the option to renew for two, one-year periods, at the discretion of the City Manager or designee. (Citywide)
Council
District
Authorizing
Councilmember
Signed by
CD2 Cindy Allen Digital
CD3 Kristina Duggan Digital
CD4 Daryl Supernaw Digital
Attachment: Staff Report dated February 21, 2023
CC: Office of the Mayor
City of Long Beach Memorandum
Working Together to Serve