APPROVED AS TO FORM AND LEGALITY
________________________
CITY ATTORNEY’S OFFICE
OAKLAND CITY COUNCIL
RESOLUTION NO. _______________ C.M.S.
RESOLUTION AMENDING RESOLUTION NO. 88692 C.M.S. TO:
1) INCREASE THE AWARDED AGREEMENT WITH CITYSPAN
TECHNOLOGIES, INC., FROM $92,500, TO AN AMOUNT NOT TO EXCEED
TWO HUNDRED NINETY-TWO THOUSAND TWO HUNDRED FIFTY
DOLLARS ($ 292,250) FOR A GRANTS MANAGEMENT SYSTEM FOR
OAKLAND FUND FOR CHILDREN AND YOUTH (OFCY) AND PARATRANSIT FOR THE ELDERLY AND DISABLED PROGRAMS FROM JULY 1, 2021 THROUGH JUNE 30, 2024.
2) WAIVE THE COMPETITIVE MULTIPLE- STEP SOLICITATION P ROCESS
FOR THE ACQUISITION OF COMPUTERIZED OR INFO RMATION
TECHNOLOGY SYSTEMS
3) WAIVE THE LOCAL/LOCAL SMALL BUSINESS ENTERPRISE (L/LSBE)
REQUIREMENT
WHEREAS, on June 3, 2021, the Oakland City Council adopted Resolution No. 8 8692 C.M.S., awarding an agreement in the amount of Ninety -Two Thousand Five Hundred Dollars ($92,500) per year for fiscal years 2021 -2022, 2022-2023, and 2023-2034 to Cityspan Technologies, Inc. (Cityspan); and
WHEREAS, Cityspan was selected as the most qualified and most responsive bidder to develop a web-based client-level tracking and project management database for the Human Services Department through a Request for Qualifications process on April 30, 2021; and
WHEREAS, in subsequent years the City Council authorized additional agreements with Cityspan including for the provision of database services for Oakland Fund for Children and Youth (OFCY) programs, Alameda County-Oakland Community Action Partnership (AC- OCAP), and the Oakland Paratransit for the Elderly and Disabled (OPED) program; and
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WHEREAS, $55,000 of the award agreement was allocated to the Office of Children & Youth’s (OFCY) web-based client-level tracking and project management database, and $37,500 was allocated to the Oakland Paratransit for the Elderly and Disabled’s (OPED) web-based client-level tracking and project management database, with an award agreement totaling $92,500, per Resolution 88692 CMS; and
WHEREAS, OFCY is responding to Council’s feedback to improve evaluation methods to demonstrate program effectiveness and overall impact; and
WHEREAS, the Human Services Department wishes to increase the award agreement to Cityspan to provide licensing, user support, project management, custom programming, and improve data system to implement Council’s feedback following OFCY Year-End Evaluation Report for FY 19-20, to improve evaluation methods to demonstrate program effectiveness and overall impact for OFCY from $55,000 to $254,750 from July 1, 2021, through June 30, 2024; and
WHEREAS, the award agreement for OPED remains $37,500 for Cityspan to provide licensing, user support, project management, and custom programming from July 1, 2021, through June 30, 2024; and
WHEREAS, Cityspan is unique among vendors in that it offers pre-configured solutions and highly customized applications for the Human Services Department that are responsive to multiple program requirements and has demonstrated expertise and capability through development of client-level tracking and project management database systems for other major cities; and
WHEREAS, staff recommends waiving the Local/Local Small Business requirement for the contract with Cityspan because the Human Services Department currently uses Cityspan for other division programs and was the only qualified vendor to respond to the RFQ; and
WHEREAS, Oakland Municipal Code ("OMC") section 2.04.042 requires that the City Administrator conduct a competitive multiple-step solicitation process for the acquisition of any computerized or information technology systems; and
WHEREAS, because of conflicting language in the 2021 Request for Qualifications (the “RFQ”) some prospective bidders may not have been aware that this City Council would waive the Local/Local Small Business requirement for the contract and subsequent amendments; and
WHEREAS, OMC section 2.04.042(D) provides that the City Council may waive the competitive process upon a recommendation of the City Administrator and finding and determination by the City Council that it is in the best interests of the City to waive the solicitation processes; and
WHEREAS, staff recommends that it is in the best interest of the City to waive the multiple-step solicitation process in order to proceed with the current contract amendment while avoiding reliance on the 2021 RFQ process that may have lacked clarity; and
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WHEREAS, OPED funds in the amount of $37,500 are available for these services in:
Measure B Paratransit (2220), Oakland Paratransit for the Elderly and Disabled Organization (75621), OPED FY21-22 Measure B Project (1005545), Empowering Seniors & People With Disability Program (YS14); and
WHEREAS, OFCY funds in the amount of $254,750, are available for these services in:
Oakland Fund for Children and Youth - Kids First Oakland Children’s Fund (1780), Youth Services Organization (78251), FY 2017-2018 OFCY Project (1003645), OFCY Program (YS04); now, therefore be it
RESOLVED: That the above recitals are true and correct; and be it
FURTHER RESOLVED: That the City Council finds and determines that pursuant to OMC section 2.04.042(D), for the reasons stated above and in the City Administrator's report accompanying this Resolution, it is in the best interests of the City to waive the competitive multiple-step solicitation process for the information technology products and services to be purchased under the proposed contract and so waives the requirements; and be it
FURTHER RESOLVED: That for the reasons stated herein and in the report that accompanies this Resolution, the City Council hereby finds and determines that it is in the best interests of the City to waive the RFP/Q requirements pursuant to OMC section 2.04.05l(B);
FURTHER RESOLVED: That, pursuant to Oakland's Local and Small Local Business Enterprise Program guidelines adopted by Ordinance No. 13647 C.M.S., the Council waives the L/SLBE program participation requirement because the Human Services Department currently uses Cityspan for other Human Services Dept. division programs and was the only qualified vendor to respond to the RFQ; and be it
FURTHER RESOLVED: That the City Council hereby increases the award agreement to Cityspan in an amount not to exceed Two-Hundred Ninety-Two Thousand Two Hundred Fifty Dollars ($292,250) to provide licensing and hosting, web-based client level tracking, and contract management database systems for the OFCY ($254,750) and OPED ($37,500) programs for a three-year term from July 1, 2021 to June 30, 2024; and be it
FURTHER RESOLVED: That the City Administrator is hereby authorized to conduct all negotiations, execute and submit all documents, including but not limited to applications, agreements, amendments, modifications, payment requests, and related actions which may be necessary in accordance with the basic purpose of this resolution at no additional costs without returning to Council; and be it
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FURTHER RESOLVED: That the Cityspan agreement shall be approved as to form and legality by the Office of the City Attorney and a fully executed copy of the agreement shall be placed on file in the Office of the City Clerk.
IN COUNCIL, OAKLAND, CALIFORNIA,
PASSED BY THE FOLLOWING VOTE:
AYES - FIFE, GALLO, JENKINS, KALB, KAPLAN, RAMACHADRAN, REID AND
PRESIDENT FORTUNATO BAS
NOES –
ABSENT –
ABSTENTION –
ATTEST:
ASHA REED
City Clerk and Clerk of the Council of the
City of Oakland, California