\
Professional Services/Contract Coversheet
(11101
8•nl■ M■nll'■•
1) City Attorney t. Director/Division Manager
2) Contractor/Consultant • k Management (construction contracts) 3) City Manager Finance (If not approved by Council)
1.....c4lc_C:::i:.oLC=lec.,rk,_ ____ -"!"--"==--'PP. A,;is\aAt le the Cit Mana er Submit up to 3 originals: 1) contractor/consultant; 2) originating department; and 3) City Clerk (if authorized by Council,::;. � • i 1 , ·P Before delivery to the City Manager's Office, confirm that all of the copies are signed by the vendor and City Att<irne�Slgn-Hitr�', tabs are placed on City Manager signature lines, and the City Manager's name is spelled correctly. ';_ �- -;:',:;. �' Date: 10/09/2013 From:
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Haley Favre-Smith Dept: Finance Ext. . 0 � 49:Jf, _".}-3-� ff\ o ff' (Staff member to contact 1/ there are any questions) l" � ,<f --': � O Company Name: HdL Software LLC � -_.:-:; -:,:. u> O
Purpose of ..-\ � o>" ,,91!'
contract/scope
of services and
dollar amount:
If more space is
needed, attach
separate page.
Competitive
process
followed?
If more space is
needed.attach
separate page.
The Finance Department requires the use of spec1alIzed software to manage the City's 21,601 lrcensed busl�sse�d � �1i01f,_ons •
of approximately $27 million annually. The purpose of the agreements are for the purchase, conversron, instaBli� ;-;� maintenance of the new business license software product by HdL Software LLC, Hdl Prime. lmplementationj! H lme ':i,- provide the City with the functionality of the current system while providing a modernized platform that will ass�wlt e f"'\� ..:._
Implementation of an online business Ucense application and renewal system, streamline the business license ijiOC85i:ii_nd st . the collection of Parking Facilities Tax, Transient Occupancy Tax, User Utility Tax and miscellaneous assessments cdllltted I» _ p City. The attached agreements with HdL Software LLC are for a combined amount not to exceed $209,275. � c5 O"P' .. � • � , � t ...I c'-,
Ill Yes Explain the process used to select provider: D No This is a sole source. How is $s justified? On November 5, 2012, staff issued a Request for Proposals in compliance with Santa Monica Municipal Code Chapter 2.24, in search of a qualified vendor to provide business llcense software that would be used to support the administration, revenue collection, billing and payment processing requirements. The RFP was posted on the City's online bidding system for five weeks. A selection committee comprised of staff from the Business·and Revenue Operations Division and Information Systems evaluated.the proposalS-fo compllance with Section 2.24.072 of the SMMC. The selection committee recommended HdL Software LLC:as th�st bl_9�er based on HdL's ability to provide seamless integration with-existing systems, the company's technical expertise anq$bili1U9 meet' all of the requirements of the business license software RFP, and pricing. ,---'i O -; .. ,, ·,•: '/J Total professional services agreement (including
amendments) over $70,000 or total contractual
services (including amendments) over $100,000?
y- <' -:=_3.:: fi\ - � D --'0 No Ill Yes If yes, date authorized by Council:Jl61�01':i; ,, f'1 Amount authorized by Council: �209,315,00 ;,: :-r:. :.::_ Attach Staff Report or provide
,
Council /iilg. date. ccf.;;..<tri amount cannot exceed authonzation. � -o '':'; � Account number: Are insurance requirements met? "' •• C018016.589000 and 01224.533580 If no, an email from Risk Management approving variance or wa�s f� --c1t·c_o_n-t'"ra-ct'"o-,-st,
7 c_o_n_s_u"lt'"a-n--,
ts-a-re-d'o""'in-g'b'u-s·in-es_s_w·iccthc-cth'e--1 standard requirements must be attached to this checklist and refl�ed in the contract. ..-.
City, a business license is required. Did you attach all completed certificates of insurance Business License Number: per attachment C7 129276 lease attach certificates.
If services are $54,200 or more, has service Ill Yes 'd you attach the Waiver of Subrogation for Workers provider completed Living Wage Certification D No Com ensation? Form?· Did you attach the Additional Insured Endorsement? IZ]Yes
✓ Yes
✓ Yes
Please attach signed form. -=--�--�=�=----,c----�--�=�....., Reminder: Departments need to insure that the insurance policies referen_ced are in If services are $25,000 or more, has service Yes force for the period reflected by the payment if the contrattwillN:>veca::period of provider completed Oaks Initiative Disclosure D No time. Departments are responsible for getting updated insinanc&tificates if policies Form? expire while work is being done. ;� � , _, _ Please attach si ned form. a � ; .. ;t,J Is contractor's W9 form on file? ll] Yes FINANCE WILL NOT PAY CON�AC'RDR ��M Finance will not pay contract without W9 Form. O No WITHOUT CERTIFICA T� :n Jc• ,S::
C O ,.,
Is the vendor based in Arizona? D Yes Is the term 5 years or less? > Yes Please attach signed form. No o � ':-;t.rn.
• �ember to contact once agreement is signed: Haley Favre-Smilh Ext: 4931 Please attach to all contracts October 201 1
Attachment A