M&C Review


COUNCIL ACTION:  Approved on 12/11/2018 

DATE: 12/11/2018 REFERENCE NO.: **P-12285 LOG NAME: 13PAMEND G-19220 COURTVIEW SB ITS
CODE: P TYPE: CONSENT PUBLIC HEARING: NO
SUBJECT:   Authorize Amendment to Mayor and Council Communication G-19220 to Add Renewal Options for Annual Maintenance Renewal and Increase the Annual Maintenance Amount Up to $133,054.00 for City Secretary Contract No. 35728 with CourtView Justice Solutions, Inc., d/b/a Equivant and Authorize One-Time Professional Training Services in the Amount Up to $18,100.00 for the CourtView Case Management System for the Municipal Court Department (ALL COUNCIL DISTRICTS)

RECOMMENDATION:

It is recommended that the City Council authorize an amendment to Mayor and Council Communication M&C (G-19220) to  authorize additional renewal options for software maintenance  beginning January 1, 2019 with four (4) additional one-year terms to renew, increase the annual maintenance amount to $133,054.00 for City Secretary Contract No. 35728 with CourtView Justice Solutions, Inc., d/b/a Equivant and authorize one-time professional training services in the amount of $18,100.00 for the CourtView Case Management System for the Municipal Court Department. Annual Maintenance cost is subject to a three to four percent increase each renewal year.

 
DISCUSSION:

On February 6, 2018, City Council authorized M&C G-19220 to increase the contract renewal amount for City Secretary Contract No. 35728 with CourtView Justice Solutions, Inc. d/b/a Equivant for a 10-month term beginning March 1, 2018. The M&C also stated the City will execute future software maintenance renewals for 12-month terms beginning January 1st each year, expiring December 31st each year.

This amendment to M&C G-19220 requests authorization for software maintenance renewal beginning January 1, 2019 and expiring December 31, 2019, for a not-to-exceed amount of $133,054.00 and authorization to obtain Professional Training Services from equivant for the CourtView Application software for a not-to-exceed amount of $18,100.00.

Staff anticipates that annual software maintenance renewal costs will increase approximately three percent to four percent each year.

ADMINISTRATIVE CHANGE ORDER: An administrative change order or increase may be made by the City Manager for an amount up to $33,263.50 and does not require specific City Council approval as long as sufficient funds have been appropriated.

AGREEMENT TERMS: Upon City Council approval and execution of a Request to Exercise Renewal Option for City Secretary Contract No. 35728, the software maintenance renewal will begin January 1, 2019 and expire December 31, 2019.

RENEWAL OPTIONS: The annual software maintenance may be renewed for up to four additional one-year terms at the City's option. This action does not require specific City Council approval provided the City Council has appropriated sufficient funds to satisfy the City's obligation during the renewal terms. A Request to Exercise Renewal Option will be executed each year prior to software maintenance renewal.

All other Terms and Conditions remain the same.

 
FISCAL INFORMATION/CERTIFICATION:

The Director of Finance certifies that funds are available in the Special Purpose Fund, as appropriated, and prior to an expenditure begin made, Municipal Court Department has the responsibility to validate the availability of funds.

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Submitted for City Manager's Office by:
Susan Alanis (8180)
Originating Department Head:
Kevin Gunn (8517)
Additional Information Contact:
Sheila Baker (8356)
Cynthia B. Garcia (8525)

 
 
ATTACHMENTS
  1295 COURTVIEW_Redacted.pdf