SR 01-23-2018 3K
City Council
Report
City Council Meeting: January 23, 2018
Agenda Item: 3.K
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To: Mayor and City Council
From: Katie Lichtig, Assistant City Manager, City Manager's Office, Administration
Rick Cole, City Manager, City Manager's Office
Subject: Modification to Software License Agreement for Performance Portal
Recommended Action
Staff recommends that Council:
1. Amend the existing contract (#10452) between the City and Socrata, Inc. (#360108);
2. Authorize the City Manager to negotiate and execute a contract amendment with
Socrata, Inc. in an amount not to exceed $56,000; and
3. Authorize budget changes as outlined in the Financial Impacts & Budget Actions
section of this report.
Executive Summary
In Fiscal Year 2017-2018, the City of Santa Monica (“the City”) established SaMoStat, a
performance management program designed to set outcomes and goals and use data
to drive the achievement of results towards those goals. The City undertook such an
effort to establish outcomes and goals for the 2017-19 budget, developing the
Framework for a Sustainable City of Wellbeing. The SaMoStat program is designed to
effectively and efficiently manage City resources towards those established outcomes.
To facilitate the SaMoStat program, staff would like to leverage the City’s existing
relationship with Socrata, which it uses for its open data platform, to use Socrata
Performance, a software program designed to allow governments to track and manage
performance metrics.
The requested funding would allow the City to amend its existing agreement with
Socrata to begin the process of developing a citywide dashboard to manage and track
progress on metrics. This dashboard will allow the City to track key performance
metrics towards outcomes in the Framework for a Sustainable City of Wellbeing. This
will result in a second modification to add $56,000 amount to the contract for a new five-
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year agreement not to exceed $272,264. In the first modification, written in April of
2017, the City merged all agreements with Socrata into one contract. This staff report
seeks to modify this agreement to provide for additional funding and scope to develop a
citywide dashboard.
Background
In May of 2014, the City entered into an agreement with Socrata, Inc. (“Socrata”), for the
purposes of developing an open data program. The initial agreement was for a three -
year term at a cost not to exceed $105,000, below the threshold requiring Council
authorization. On April 25, 2017, Council authorized the first modification to this
agreement to extend the term of the agreement for two years at a cost of $111,264,
resulting in a new total contract amount not to exceed $216,264 (Attachment A). This
modification also merged all existing contracts with Socrata under one master
agreement.
In 2014, the City also contracted with Socrata for two-project specific projects – the
Youth Wellbeing Report Card and the Sustainable City Plan. These agreements were
done under separate contract from the main agreement. The Youth Wellbeing Report
Card is no longer available, as it was a pilot project, but the Sustainable City Plan site
can be found at data.sustainablesm.org.
SaMoStat project will utilize the Open Performance platform. As efforts are underway to
connect all performance management plans and activities, the long-term goal is for the
inclusion of metrics from the Sustainable City Plan into a larger City-wide dashboard.
Discussion
The City restructured the 2017-2019 budget into the Framework for a Sustainable City
of Wellbeing. Under this new construct, the City identified six outcomes, based on
principles of sustainability, the Wellbeing Index, and principles of good governance as
follows:
1. Foster a save, connected, and engaged community (“Community”);
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2. Protect natural resources and cultivate an exceptional and resilient built
environment (“Place and Planet”);
3. Champion lifelong education achievement and opportunities for continuous
personal growth (“Learning”);
4. Nurture opportunities for enriched physical, social, and emotional health
(“Health”);
5. Support community needs through a stable, vibrant, and diverse local economy
(“Economic Opportunity”); and
6. Cultivate a trustworthy and participatory local government through equitable,
transparent, and effective process (Governance).
More on the SaMoStat and the Framework can be found at
https://beta.smgov.net/samostat.
In July of 2017, the City held its first SaMoStat meeting, relative to the Homeless
Strategic Goal. Based on best practices from other cities, SaMoStat is a management
tool designed to identify goals and outcomes, and use data to track success, monitor
progress, and make decisions. SaMoStat is administered by the Chief Performance
Officer (“CPO”) Tim Dodd and is based on four tenets:
1. Accurate and timely intelligence;
2. Effective tactics;
3. Rapid deployment of resources; and
4. Relentless follow-up and assessment.
Several other cities, such as Baltimore, Maryland, and Louisville, Kentucky successfully
implemented similar programs. During the 2017-2018 fiscal year, the “stat” process
includes all five strategic goals. Each goal team has met at least once and will begin
meeting monthly in January 2018.
Departments will begin to participate in SaMoStat, based on both readiness and
interest. The CPO is now working with departments across the City to develop a suite
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of metrics tied to activities in the Framework, with a completion date of January 10,
2018.
Socrata Performance will provide the City with a dashboard through which departments
can track progress towards metrics associated with activities in the Framework. This
dashboard will allow for back-end data systems to support metrics, and provide for
display functionality that will allow users to access a variety of information associated
with metrics. The metrics will be organized according to the Framework and will be
used by departments to measure progress.
Under this modification, Socrata will provide the Socrata Performance toolkit and
provide consulting services to help deploy the dashboard and integrate it with the City’s
open data platforms. Staff will work with Socrata to begin the implementation process
this spring, with a goal of 15 metrics included in the platform by summer 2018. The plan
is to make the site publically available in FY 2018/19.
Vendor/Consultant Selection
In May 2014, the City entered into an agreement with Socrata to provide robust open
data hosting capabilities. The agreement was entered into as an exception to the
competitive process per SMMC 2.24.080(d) as the exception to competitive bidding
because the Socrata Open Data service is copyrighted, patented, or otherwise only
available through Socrata. At the time, Socrata was the only open data provider capable
of delivering the functionality, interoperability, and user experience deemed acceptable
by the City. In particular, Socrata was the only provider that would allow end-users to
create their own data visualizations. Moreover, Socrata had then, and still maintains
today, a large foothold in the open data software space. Many large, complex
organizations utilize Socrata to power their open data portals. Socrata customers
include the Cities of New York, Chicago, Los Angeles, San Francisco, and Seattle.
Financial Impacts and Budget Actions
The agreement modification to be awarded to Socrata, Inc. is $56,000, for an amended
agreement total not to exceed $272,264. Funds of $18,801 are available in the FY
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2017-18 budget in account SO015601.589000. Award of the contract modification
requires a budget transfer of $37,199 to account SO015601.589000 from accounts
SC015501.589000 ($36,925) and SC015502.589000 ($274).
The agreement will be charged to account SO015601.589000. Future year funding is
contingent on Council budget approval.
Prepared By: Tim Dodd, Chief Performance Officer
Approved
Forwarded to Council
Attachments:
A. First Modification to Software License Agreement for Open Data Platform
REFERENCE:
Amend Contract No.
10452
(CCS)