AGENDA ITEM #
STAFF REPORT
TO: Mayor and City Council DATE: January 20, 2022 FROM: Gloria Griego, Sr. Management Analyst
SUBJECT: Approval of FY 21-22 Contracts
SPECIFIC REQUEST OR RECOMMENDATION:
That the City Council approve the terms of the contracts, as set forth in Exhibit A, and authorize the City Manager to execute the subject contracts.
INFORMATION:
BACKGROUND:
Attached hereto is a list of contracts staff is requesting the City Council approve.
These are contracts for Fiscal Year 21-22 for purchases and services for which costs and terms were negotiated (Exhibit A).
ATTACHMENT:
Exhibit A-January 20, 2022, List of Contracts
7-1
EXHIBIT A
List of Contracts
# Name Terms Scope Effective Date Expiration Date Compensation Sole Source
Yes/No
Department Staff
1 Tyler Technologies,
Inc.
1 Yr. Software Maintenance
Fees
01/01/2022 12/31/2022 $110,000.00 No Information
Services Jason Jaurigue
2 Burrtec Waste &
Recycling Services,
LLC
2 Months
Waste collection and
recycling services.
Extension of term.
02/01/2022 03/31/2022 $0 Yes Administration
& Legal Jessica Pulliam
3 Talent Evolution 3
Months
Website hosting,
security, maintenance,
and enhancements for
Rancho Mirage
websites.
01/01/2022 03/31/2022 $49,899.99 No Marketing Gabe Codding 7-2
CONTRACT SUMMARY
FROM: Jason Jaurigue, Directory of Information Services DATE: January 20, 2022
SUBJECT: Annual Tyler Technologies Software Maintenance Agreement. ____________________________________________________________________
Background:
On December 22, 2016, the City entered into an agreement with Tyler Technologies, Inc., for software licenses, project implementation, and ongoing software support. The Software Maintenance Agreement included in the overall agreement provides software support for the Tyler MUNIS financial management system consisting of the following core modules: general ledger, accounting, accounts payable, fixed assets, requisitions, purchase orders, cash management, accounts receivable, and general billing. Additional Tyler EnerGov modules covered under the software support agreement include e-Reviews, ESRI integration, iG workforce mobile, and Citizen Access Portal.
Software support agreements are essential to ensure that a vendor provides support services for business-critical software applications such as an enterprise financial management system. The Tyler Software Maintenance Agreement provides all future upgrades, enhancements and platform upgrades to the system software, ensuring that the City always utilizes the most current technology. The Software Maintenance Agreement also provides technical support and a searchable knowledge database related to MUNIS/ EnerGov processing, procedures and helpful hints. In addition, the City is contracting with Tyler to provide Tyler System Management Services (TSM), including upgrades, routine maintenance and tuning of the financial databases that complement the services provided by the Information Services Department staff.
The Software Maintenance Agreement contains provisions for renewal of the software support.
Fiscal Impact:
Staff would like an amendment for the Software Maintenance for one-year period this fiscal year at a cost of $110,000. Funds are appropriated for the annual Tyler software support services in the Information Services Department FY 2021/22 operating budget.
Funding for subsequent years will be requested as part of the City’s annual budget process.
7-3
CONTRACT SUMMARY
FROM: Jessica Pulliam, Sr. Management Analyst
DATE: January 20, 2022
SUBJECT: Burrtec Waste and Recycling Services Contract Amendment ____________________________________________________________________ Background:
In 2014, the City of Rancho Mirage entered into a six-year agreement with Burrtec Solid Waste and Recycling Services, LLC ("Burrtec") for the collection, transportation, and disposal of municipal solid waste, and the collection and recycling of recyclable materials within the jurisdictional boundaries of the City. That agreement was set to expire on February 29, 2020. The City Council has approved an amendment to the agreement extending the term on a month-to-month basis. On February 6, 2020, the City Council approved an amendment to the agreement extending the term through March 31, 2020. On March 19, 2020, the City Council approved an amendment to the agreement extending the term through April 30, 2020. On April 16, 2020, the City Council approved an amendment to the agreement extending the term through May 31, 2020. On May 7, 2020, the City Council approved an amendment to the agreement extending the term through June 30, 2020. On June 4, 2020, the City Council approved an amendment to the agreement extending the term through July 31, 2020. On July 16, 2020, the City Council approved an amendment to the agreement extending the term through September 3, 2020. On September 3, 2020, the City Council approved an amendment to the agreement extending the term through September 30, 2020. On September 17, 2020, the City Council approved an amendment to the agreement extending the term through October 31, 2020. On October 15, 2020, the City Council approved an amendment to the agreement extending the term through November 30, 2020. On November 19, 2020, the City Council approved an amendment to the agreement extending the term through December 31, 2020. On December 17, 2020, the City Council approved an amendment to the agreement extending the term through January 31, 2021. On January 21, 2021, the City Council approved an amendment to the agreement extending the term through February 28, 2021. On February 18, 2021, the City Council approved an amendment to the agreement extending the term through March 31, 2021. On March 18, 2021, the City Council approved an amendment to the agreement extending the term through April 30, 2021. On April 15, 2021, the City Council approved an amendment to the agreement extending the term through May 31, 2021. On May 20, 2021, the City Council approved an amendment to the agreement extending the term through June 30, 2021. On June 15, 2021, the City Council approved an amendment to the agreement extending the term through July 31, 2021. On July 15, 2021, the City Council approved an amendment to the agreement extending the term through September 30, 2021. On September 15, 2021, the City Council approved an amendment to the agreement extending the term through December 31, 2021.
7-4
The most recent amendment approved by the City Council was on December 16, 2021, extending the term through January 31, 2022.
Information:
Staff is requesting an Amendment to extend the term of the Agreement to March 31, 2022.
Due to the constraints of COVID-19, the high degree of uncertainty concerning overall economic conditions, and the need to add additional flexibility into the contract to handle unknown factors, the timeline of the negotiation has been extended.
Fiscal Impact:
No fiscal impact.
7-5
CONTRACT SUMMARY
FROM: Gabe Codding, Director of Marketing
DATE: January 20, 2022
SUBJECT: Talent Evolution Month to Month Services
____________________________________________________________________
Background:
On May 29, 2020, a termination letter was sent to Talent Evolution, LLC formally terminating the service provider agreement effective June 30, 2020. Contractor provides website hosting, security, maintenance, and enhancements for the City of Rancho Mirage websites:
• City website www.ranchomirageca.gov
• Tourism website www.relaxranchomirage.com
This contract also includes social media management & content development (Facebook, Twitter, Instagram, Pinterest); account management, hosting, maintaining, special projects and assignments as needed by the City.
The City was entering its fifth year of a five-year contract with Talent Evolution; however, the City’s website and digital marketing needs changed so staff executed a notice of cancelation. The Marketing department recently completed a four-year marketing master plan. One of the objectives of that plan was to review all service providers and issue a RFP for services as contracts expired. An RFP will be issued in the coming months for web support and social media support. The normal annual cost of the Talent Evolution contract would be $199,600, as budgeted for FY 21/22; however, this contract was converted to month to month in July 2020. This summary represents month to month services for January through March 2022 in preparation of an RFP.
Fiscal Impact:
January 2022 - Amount is $16,633.33
February 2022 - Amount is $16,633.33
March 2022 - Amount is $16,633.33
Total amount for services is $49,899.99 as budgeted through March 2022. 7-6