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COUNCIL AUTHORIZATION TO CONTINUE CODIFICATION SERVICES UNDER THE GENERAL CODE CONTRACT
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RECOMMENDATION
It is recommended that the City Council approve spending authority for codification services under the General Code contract to include the original funds already spent, $170,188.44, plus an additional $100,000 to cover the estimated next 15 (fifteen) years, for a total of $270,188.44
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Summary
To continue the codification services under the single available source General Code contract, Council is asked to approve additional spending authority to cover the costs for the estimated next 15 (fifteen) years.
DISCUSSION
Background
On December 5, 2006, the City Council approved Resolution 06-0584 (Attachment A - Resolution 06-0584) authorizing an agreement (Attachment B - Contract) with Quality Code Publishing, now named General Code, to provide codification services for the City of Stockton.
General Code updates and maintains the online and hardcopy records of the City Charter, the Stockton Municipal Code, and the Council Policy Manual ensuring the continuity and compliance of our codification process.
To maintain the continuity and low cost, the terms of the contract, as reflected on Resolution 06-0584, are summarized as follows:
• For initial services to provide recodification, a one-time cost of $31,010.00.
• Monthly online fees for storage and maintenance as well as costs for any hardcopy productions
• Beginning in fiscal year 2007-08, costs for maintaining the hosting and maintenance service budgeted as part of the Internal Service Fund and renewed annually by the City Council adoption of the budget and appropriation of funds
Over the last 20 years, the contract, including the initial $31,010.00, has a cumulative cost of $170,188.44, averaging less than $7,000.00 per year. This cost reflects service cost increases as well as format changes.
Present Situation
Current procurement policy does not allow single available source contracts to exist in perpetuity or for the allocation to be approved through the annual renewal of the budget.
To continue services, Council is asked to authorize $100,000.00, for a total of $270,188.44 which will reflect the amount already spent and fund services for an estimated additional 15 (fifteen) years at which time, staff will need to return to Council to request additional funds.
The software is still operational and the costs to replace it exceed continuing with the current software.
This action will not affect the terms of the contract and should the useful life of the software expire, the City may choose to terminate the contract.
FINANCIAL SUMMARY
Money is available in the Technology ISF fund to continue to fund the costs of these services.