City Council
Report
City Council Meeting: May 23, 2023
Agenda Item: 5.G
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To: Mayor and City Council
From: David Martin, Director, Building & Safety
Subject: Approval of Second Modification to Professional Services Agreement with Selectron Technologies for Software Maintenance and Support Services Recommended Action
Staff recommends that the City Council:
1. Adopt a CEQA finding of no possibility of significant effect pursuant to Section 15061(b)(3) (Common Sense Exemption) of the California Environmental Quality Act (CEQA) Guidelines.
2. Authorize the City Manager to negotiate and execute a second modification to agreement #9745 (CCS) in the amount of $105,405 with Selectron Technologies, Inc. for software maintenance and support services for the Community Development Department. This will result in a 13-year amended agreement with a new total amount not to exceed $357,310, with future year funding contingent on Council budget approval.
Summary
The City currently uses Selectron Technologies (Selectron) Integrated Voice Response (IVR) and Integrated Web Response (IWR) systems to enable the public to conveniently schedule building permit inspections via phone or online. These systems are integrated with the City’s permitting system, Accela Automation, and share important inspection data between the systems without requiring redundant manual data entry. The City is currently in the Request for Proposal (RFP) process to seek bids for a new permitting and land management system that could also provide inspection scheduling services, which would make Selectron’s systems unnecessary. Staff recommends modifying the software maintenance agreement with Selectron to extend the term for one year, with two options to extend the agreement for an additional year. This would provide time for a replacement system to be procured and implemented while allowing termination of the 2 of 4
contract. The proposed modification would result in a total contract amount not to exceed $357,310.
Discussion
On October 14, 1997, following a solicitation process, Council approved the purchase of the Selectron IVR system (Attachment A) to enable customers to request building inspections themselves without having to speak with a staff member. In 2006, the City upgraded the Selectron software to include IWR. On June 11, 2013, Council approved a sole source agreement with Selectron in the amount of $89,060 to cover software maintenance and support for an additional five years, extending the term to June 30, 2018 (Attachment B). On May 8, 2018, Council approved a first modification to the software and maintenance agreement for an additional five years, extending the term to June 30, 2023 (Attachment C).
The City is currently engaged in an RFP process to identify vendors for a new permitting and land management system. It is expected that any new system will provide inspection scheduling services, and thus will render Selectron’s systems unnecessary.
Therefore, staff recommends using the prior sole source approval to extend the term of this contract by up to three years. This term extension provides City staff with time to select a vendor and identify the scope of improvements of a new permitting system, which will then inform the length of time necessary to retain an agreement with Selectron. This will ensure no loss of inspection scheduling functionality prior to the new system’s implementation.
Past Council Actions
Meeting Date Description
10/17/97 (attachment
A)
Original bid and award of agreement with Selectron for
inspection scheduling services
06/11/13 (attachment
B)
Original sole source approval and maintenance agreement with Selectron
05/08/18 (attachment
C)
First modification to maintenance agreement with Selectron Environmental Review
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The proposed contract modification is exempt from the provision of the California Environmental Quality Act (CEQA) pursuant to Section 15061(b)(3) of the State Implementation Guidelines (common sense exemption). Based on the evidence in the record, it can be seen with certainty that there is no possibility that the proposed changes may have a significant effect on the environment. The proposal would not result in any adverse physical environmental effects as it encompasses software systems and services. Therefore, no further environmental review under CEQA is required.
Financial Impacts and Budget Actions
Staff seeks authority to approve funding from the General Fund to increase the amount of agreement 9745 (CCS) with Selectron Technologies for permit scheduling services. Funds are included in the FY 2023-25 Proposed Biennial Budget.
Agreement Modification Request
Agreement #
Current
Authorized
Amount
FY 2023-24
Request
Amount
Future Years
Request
Amount
Dept. Account #
Total Revised
Contract
Amount
9745 (CCS) $251,905 $34,395 $71,010 01700004.529230 $357,310 Future year funding is contingent on Council budget approval. 4 of 4
Prepared By: Kevin Purcell, Principal Administrative Analyst Approved Forwarded to Council
Attachments:
A. October 14, 1997 Staff Report (Web Link)
B. June 11, 2013 Staff Report (Web Link)
C. May 8, 2018 Staff Report (Web Link)
D. Selectron - Oaks Disclosure
E. Selectron - Living Wage
F. Original Agreement
G. First Modificaton to Agreement