March 21, 2023
Information Technology
DATE: March 21, 2023
TO: Mayor Martinez and Members of the City Council
FROM:
Sue Hartman, Director of Information Technology
Subject:
Second Amendment to the Agreement with Superion, LLC
for the Continued Licensed Use of the TRAKiT
FINANCIAL IMPACT: Total funding for one additional year in the amount of $51,462.92 is included in the approved fiscal year 2022- 2023. Included in this total is funding for the Information Technology operating budget $41,246.85 (account
01262417-400502). Funding for the five additional
licensees and maintenance for $10,216.07 is included in the approved fiscal year 2022-2023 Rent Control
operating budget (11850065-400220), and funding for the IVR module subscription fees totaling $7,900.79 are
included in the Planning and Building Regulations
operating budget (15063619-400502).
PREVIOUS COUNCIL
ACTION:
Contract - March 23, 2015
1st Amendment - March 20, 2018
STATEMENT OF THE
ISSUE:
The Agreement with TRAKiT administrative software for
permitting, business licensing, code enforcement, and
Citizen Response Management (CRM) expires on March
31, 2023. City Council approval of a second amendment
extending the term and increasing the compensation
must be obtained to allow the City to continue using this service.
AGENDA
REPORT
March 21, 2023
RECOMMENDED ACTION:
APPROVE a Second Amendment to the Agreement with
Superion, LLC for the continued licensed use of the
TRAKiT permitting, business licensing, code
enforcement, and Citizen Response Management
(CRM), extending the term from April 1, 2023, through
March 31, 2024, and increasing the contract payment
limit by $51,462.92, for a new total contract
compensation amount not to exceed $410,046.35 –
Information Technology (Sue Hartman 510-620-6874).
DISCUSSION:
The City’s licensing agreement with Superion, LLC for the TRAKiT permitting, business licensing, code enforcement, and Citizen Response Management (CRM) is set to expire on March 31, 2023. A Second Amendment to the Agreement is required for the continued use of this service. The proposed amendment will extend the term by one year to encompass the period of April 1, 2023, through March 31, 2024, and increase the contract compensation by $51,462.92, for a new total contract compensation amount not to exceed $410,046.35.
In addition, the amendment will not only allow for continued use but includes technical support and to receive software updates for the existing components of TRAKiT. It also includes a subscription for an interactive voice response module (IVR) for contractors and property owners to be able to schedule building inspections by phone. The Building Division has received requests to continue this subscription. Continuing this capability is more convenient for customers and saves staff time.
Lastly, the proposed amendment includes the licensing and maintenance of five additional user licenses for the Rent Control department to use the TRAKiT system for the administration and reporting required by the Just Cause and Rent Stabilization ordinance.
DOCUMENTS ATTACHED:
Attachment 1 – Original Contract
Attachment 2 – 1st Amendment to the Contract
Attachment 3 – Proposed 2nd Amendment to the Contract
Attachment 4 – IT Purchase Authorization
Attachment 5 – Sole-Source Justification