CONSENT CALENDAR
City of San Bernardino
Request for Council Action
Date: January 17, 2024
To: Honorable Mayor and City Council Members
From: Charles A. Montoya, City Manager
By: Rolland Kornblau, Director of Information Technology Department: Information Technology
Subject: Approve Professional Service Agreements with
CivicPlus. LLC. (All Wards)
Recommendation:
It is recommended that the Mayor and City Council of San Bernardino, California:
1. Authorize the City Manager to exec ute the Professional Service Agreement with CivicPlus. LLC. for CivicEngage Central hosting, migration , training, and implementation services for a total amount not to exceed $193,000 over a term beginning after approval of the contract renewable for a 60-month term.
2. Authorize the Director of Finance to issue a purchase order in the amount of $93,000 to CivicPlus for the development, migration, and hosting of a new City website.
Executive Summary
A purchase order for $93,000 is requested for CivicPlus. The current website vendor does not meet compliance requirements without third-party facilitation. CivicPlus is the provider for many local municipalities and offers a user-friendly interface. CivicPlus is the sole source vendor of the specific content management product indicated by the Sole Source letters attached. The contract has been reserved within the Technology upgrade allocation with a $193,000 fiscal impact on the General Fund.
Background
The City website is th e best online interface for the City. Having a compliant, user - friendly website is key for good, clear, and fast communication. It was discussed at the Council meeting in December 2023 that a better website is needed to share information. CivicPlus is used by many cities within San Bernardino, Los Angeles, and Orange Counites due to its unique content management solution tailored to
municipalities.
Discussion
To ensure a compliant and user-friendly website experience, staff are requesting a total of $193,000 for a new website from CivicPlus called CivicEngage along with development, migration, and hosting services.
The Information Technology department is using Sole Source letters as well as references from other municipalities to engage with CivicPlus.
2021-2025 Strategic Targets and Goals
This project is aligned with Key Target 1e: Minimize risk and litigation exposure.
Approval of this agreement will reduce the risk of potential liability associated with not having a compliant website.
Fiscal Impact
The General Fund impact is $193,000 over the 60 -month term, with 93,000 for the 2023/2024 budget that has been allocated for Technology improvements.
Conclusion
It is recommended that the Mayor and City Council of San Bernardino, California:
1. Authorize the City Manager to execute the Professional Service Agreement with CivicPlus. LLC. for CivicEngage Central hosting, migration, training, and implementation services for a total amount not to exceed $193,000 over a term beginning after approval of the contract renewable for a 60-month term.
2. Authorize the Director of Finance to issue a purchase order in the amount of $93,000 to CivicPlus for the development, migration, and hosting of a new City website.
Attachments
Attachment 1 CivicPlus Quote
Attachment 2 Website Central Premium Package SOW
Attachment 3 CivicEngage Sole Source Letter
Attachment 4 Department Header Packages Sole Source Letter
Ward:
All Wards
Synopsis of Previous Council Actions:
n/a