APPROVED AS TO FORM AND LEGALITY
________________________
CITY ATTORNEY’S OFFICE
OAKLAND CITY COUNCIL
RESOLUTION NO. ______________ C.M.S.
RESOLUTION:
1) INCREASING THE AWARDED AGREEMENT WITH CITYSPAN
TECHNOLOGIES, INC. FROM TWO HUNDRED NINETY-TWO
THOUSAND TWO HUNDRED FIFTY DOLLARS ($292,250) TO AN
AMOUNT NOT TO EXCEED THREE HUNDRED FIFTY-SEVEN
THOUSAND TWO HUNDRED DOLLARS ($357,200) 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; AND
2) WAIVING THE COMPETITIVE MULTIPLE-STEP
SOLICITATION PROCESS FOR THE ACQUISITION OF
COMPUTERIZED OR INFORMATION TECHNOLOGY SYSTEMS
AND LOCAL/SMALL LOCAL BUSINESS ENTERPRISE (L/LSBE)
PROGRAM REQUIREMENTS
WHEREAS, the Kids First! Oakland Fund for Children and Youth (OFCY) was established by voter approved ballot Measure K in 1996 to set money aside for programs and services benefiting children and youth; and
WHEREAS, on June 3, 2021, the Oakland City Council adopted Resolution No. 88692 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, $55,000 of the award agreement was allocated to 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 C.M.S.; and
2 WHEREAS, in subsequent years the City Council authorized additional agreements with Cityspan which included database services for OFCY programs, Alameda County-Oakland Community Action Partnership (AC-OCAP), and OPED; 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 (HSD) through a Request for Qualifications process on April 30, 2021; and
WHEREAS, OFCY presented a Year-End Evaluation Report for FY 19-20 to Council on April 20, 2021 and received Council’s feedback on improving evaluation methods to demonstrate program effectiveness and overall impact; and
WHEREAS, HSD wished to increase the award agreement to Citypan to provide licensing, user support, project management, custom programming, and to improve the 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, on December 19, 2023, Resolution 88692 C.M.S. was amended to increase the awarded agreement with Cityspan from $92,500, to $292,250 from July 1, 2021 through June 30, 2024 (Resolution No. 90060 C.M.S.); and
WHEREAS, HSD wishes to amend Resolution No. 90060 C.M.S. due to additional services needed from Cityspan to continue developing the data system to improve evaluation methods to demonstrate program effectiveness and overall impact for OFCY from $254,750 to $319,700 from July 1, 2021, through June 30, 2024; and
WHEREAS, the awarded agreement for OPED remains $37,500 for Citypan to provide licensing, user support, project management, and custom programming from July 1, 2021, through June 30, 2024 and is unchanged; and
WHEREAS, Cityspan is unique among vendors in that it offers pre-configured solutions and highly customized applications for HSD 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, OMC 2.04.042.B requires the City Administrator to conduct a multi-step solicitation process for acquisition of any information technology systems, software or hardware and OMC 2.04.042.D permits the Council waive the multi-step solicitation process upon a finding that it is in the City’s best interests to do so; and
WHEREAS, the City Council may waive the City’s Local/Small Local Business Enterprise (L/SLBE) program requirements pursuant to Part I of Oakland’s Local and Small Local Business Enterprise Program guidelines adopted by Ordinance No. 13647 C.M.S.; and
WHEREAS, staff recommends waiving the L/SLBE program requirements for the contract with Cityspan because HSD currently uses Cityspan for other HSD division programs and was the only qualified vendor to respond to the RFQ; and 3 WHEREAS, the City Administrator has determined that the services to be provided pursuant to the agreement authorized hereunder are of a professional, scientific or technical nature and are temporary and shall not result in the loss of salary or employment by any person having permanent status in the competitive civil service; and
WHEREAS, OPED funds in the amount of $37,500 are available for these services in:
Measure BB - Paratransit Fund (2220), Oakland Paratransit for the Elderly and Disabled Organization (75621), OPED FY 2021-2022 Measure B Project (1005545), Empowering Seniors & People With Disability Program (YS14); and
WHEREAS, OFCY funds in the amount of $319,700 (FY 21-24 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 City Council hereby increases the award agreement to Cityspan to an amount not to exceed Three Hundred Fifty-Seven Thousand Two Hundred Dollars ($357,200) to provide licensing and hosting, web-based client level tracking, and contract management database systems for the OFCY ($319,700) and OPED ($37,500) programs for a three-year term from July 1, 2021 to June 30, 2024; and be it
FURTHER RESOLVED: That for the reasons stated above and in the report accompanying this Resolution, the City Council hereby finds and determines that it is in the best interests of the City to waive the multi-step solicitation processes pursuant to Oakland Municipal Code section 2.04.042.D, and, to the extent necessary and for good cause shown, the City’s Local/Small Local Business Enterprise program requirements, and so waives these requirements for this agreement; 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.
IN COUNCIL, OAKLAND, CALIFORNIA,
PASSED BY THE FOLLOWING VOTE:
AYES - BROWN, FIFE, GALLO, HOUSTON, RAMACHANDRAN, UNGER, WANG, AND
PRESIDENT JENKINS
NOES –
ABSENT –
ABSTENTION –
ATTEST:
ASHA REED
City Clerk and Clerk of the Council of the
City of Oakland, California
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