City of Orange
Finance Department
Memo
To: Tom Kisela, Interim City Manager
From: Susan Galvan, Assistant City Manager
Date: March 6, 2023
Subject: Single Source Vendor for Business License Software Services The City's Municipal Code 3.08.290 states that competitive bidding procedures may be waived with the approval of the City Manager and the certification in writing to the City Council:
Hinderliter De Llamas & Associates (HdL) provides a Business License and Tax Services software (HdL Prime) that would be considered a single source to the City of Orange. The City has had an existing agreement with HdL for sales tax consulting services for several years.
Staff conducted a review of products available from PSI, HDL, and Tyler Technologies' EDEN Enterprise Resource Planning system which the City uses for financial applications. Qualities such as ease of use for both internal and external customers, system response time, integration with internal systems, additional features such as hosted platforms, familiarity with Short Term Rental and Hotel Permits, and cost-effectiveness were considered.
HdL has demonstrated expertise and a high level of competence to respond to or meet the specific needs of the City of Orange. The history and relationship between the HdL and the City of Orange demonstrate a rational basis to be used as a single source vendor for Business Licenses and Tax Services because they are familiar with our agency operations and currently provide sales tax data to us, which will be integrated into the software. HdL has demonstrated they have expertise in the market of business license and tax services for local municipalities.
The Finance Department herby asserts a single source vendor is required because, although other vendors can supply the requested services at a comparable price, only one vendor is able to supply the services with updated platforms and resources for a cost and under the terms and conditions that reasonably meet the ongoing needs of the City.
The waiver of the Competitive Bidding Process is approved and the Single Source Vendor is certified:
the Ned 3/2/2023
Tom Kisela, Interim City Manager