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APPROVE FINDINGS AND A MOTION TO EXTEND THE STANDARD AGREEMENT TERM WITH COMCATE SOFTWARE LLC FOR PROFESSIONAL SERVICES
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RECOMMENDATION
It is recommended that the City Council approve a motion to:
1. Approve findings which support and justify an exception to the competitive bidding process;
2. Approve the option to renew the professional services Standard Agreement with Comcate Software LLC in the amount not to exceed $714,598.11 for the additional four (4) year term; and
3. Authorize the City Manager to take necessary and appropriate actions to carry out the purpose and intent of this motion.
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Summary
The Stockton Police Department's Neighborhood Services Section (NSS) plays a crucial role in maintaining safety, health, and quality of life within the community. It ensures that buildings, structures, and properties comply with local regulations, building codes, and zoning ordinances.
The legacy computer system, AS400 (Central Square), used by staff as a case management and billing system for approximately 20-25 years is outdated, inefficient, and cumbersome. After an extensive review of available products, staff proceeded with an informal solicitation to replace AS400 and entered into a one (1) year Standard Agreement with Comcate Software, LLC, in the amount of $96,599 (Attachment A).
The NSS Project Team identified additional needed system enhancements to facilitate continued development of process improvements; therefore, staff recommends Council approve a motion to authorize the City Manager to execute a Standard Agreement Amendment (Attachment B) to the professional services Standard Agreement with Comcate Software, LLC, increasing the contract amount by $617,999.11 for a total amount not to exceed $714,598.11.
DISCUSSION
Background
AS400, NSS’s current case management software, is based on 1980’s technology. Over 390,000 cases were processed using this system from 1980 through December 31, 2023; however, the overall functionality of the software has not kept pace with the needs of staff or citizens. Staff are utilizing over 21 different programs to complete their day-to-day work. Computerized functions we take for granted today, such as the ability to readily sort, select, or otherwise prepare information in a functional manner, is not an option. A task as simple as printing a report can require a multitude of steps and additional formatting to obtain the desired result. The learning curve for new and experienced staff is steep as many functions are buried within numbered lists or hidden completely.
A new code enforcement case management (tracking system) was needed to improve efficiency, inter-departmental coordination, as well as customer service to the citizens of the City of Stockton. NSS researched a variety of software and found Comcate Software LLC to be the best option for the services Code Enforcement provides. In January of 2022, staff completed an informal solicitation and received three responses from the following vendors:
• Comcate Software, LCC; Oakland, CA
• Citizenserve; Tempe, AZ
• MyGov; Norman, OK
On May 16, 2023, NSS staff executed a Standard Agreement with Comcate Software LLC for $96,599.00. The original contract was to purchase code enforcement software, licenses, and provide professional services for NSS for a one (1) year term with the option to extend up to four (4) additional years; however, the total term of the Agreement, including the extended term shall not exceed five (5) years.
On January 2, 2024, staff began operating in Comcate’s production environment and has processed more than 1,000 code enforcement cases through the end of February 2024 during Phase 1 of the project.
Significant progress has been made since migrating over to Comcate from our legacy system, AS400. Many improvements have positively impacted efficiency with the system such as more user friendliness and service, increased efficiencies for staff, one click notice generation, built in fine/fee tracker, inspection and scheduling management, enhanced access to information, automated case management, tablet compatibility, GIS Server integration and enhanced supervisor workflow.
Present Situation
In obtaining partnership with Comcate LLC, NSS streamlined the case management process by creating and recording violations and case types by districts, sending and receiving automatic notifications between Code Enforcement Officers and support staff, and eliminating unnecessary trips to the office with cloud-based software designed to use in the field. Due to Comcate system’s central role in the Code Enforcement’s operations, additional enhancements to the system have become a necessary component of improvement. The additional requested enhancements are data driven and customer first improvements, which are essential in getting to the next steps of our process improvement goals.
On March 11, 2024, NSS received Comcate Software LLC’s scope of services for Phase 2 and associated price quote. The scope of services includes the following professional services that remain in line with NSS’s goal of becoming more effective and efficient:
• Additional program build out for the Rental Property Program;
• Citizen portal access with online payment and case maintenance options;
• Integration with Accela;
• Graffiti tracker;
• Additional Financial Assessment Process
The requested Standard Agreement Amendment with Comcate Software LLC is for a multi annual hosted software license, software system support, and additional professional services. This multi-year contract will allow the continuation of the current code enforcement software service as well as build out additional enhancements, which are crucial to the overall operations of the section.
Table 1 - Year 1 Expenditures (May 2023-May 2024)
|
Expenditure Description |
FY 2023-24 |
|
Core Products - Implementation |
$34,368.00 |
|
Core Products - Annual License |
$27,231.00 |
|
Professional Services - Implementation |
$26,000.00 |
|
Professional Services - Annual License |
$ 9,000.00 |
|
PHASE I TOTAL PRICE |
$96,599.00 |
Table 2 - Investment Summary (May 2024-May 2028)
|
Expenditure Description |
Investment |
|
25% Implementation + Core Products - FY 2023-24 |
$ 94,701.13 |
|
75% Implementation + Core Products - FY 2024-25 |
$224,735.79 |
|
Core Products/Professional Services - FY 2025-26 |
$ 94,706.48 |
|
Core Products/Professional Services - FY 2026-27 |
$ 99,441.81 |
|
Core Products/Professional Services FY 2027-28 |
$104,413.90 |
|
PHASE II TOTAL PRICE |
$617,999.11 |
Staff recommends Council approve a motion to authorize the City Manager to execute a Standard Agreement Amendment (Attachment B) to the professional services Standard Agreement with Comcate Software, LLC, increasing the contract amount by $617,999.11 for a total amount not to exceed $714,598.11.
Findings
Stockton Municipal Code section 3.68.070 provides an exception to the competitive bidding process in cases where the City Council has made findings that support and justify the exception. The findings are as follows:
1. NSS has an existing Standard Agreement with the option to renew executed by the City Manager and is currently using the case management system;
2. NSS has vested time, energy, and funding with Comcate Software LLC, and it would be detrimental if the department had to proceed with a formal solicitation;
3. Continued partnership with Comcate Software LLC is the most cost-effective solution and is within the allotted budget for the project; and
4. Procurement recommends and approves the use of the exception to the competitive bidding process.
FINANCIAL SUMMARY
Budget for the initial 25% installment of $94,701 is included in the Fiscal Year 2023-24, Police Department’s General Fund Measure A account 3517-000-630006-100-115-20-35-000-000-. The second installment of 75% will be appropriated in FY 2024-25 in the same account. Future year expenditures (years 3 through 5) will be included in the annual budget appropriation process.
Attachment A - Standard Agreement
Attachment B - Standard Agreement Amendment