SR 07-24-2018 3J
City Council
Report
City Council Meeting: July 24, 2018
Agenda Item: 3.J
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To: Mayor and City Council
From: David Martin, Director, Transportation Planning
Subject: Contract Modification with CityGrows for Software Development
Recommended Action
Staff recommends that the City Council authorize the City Manager to negotiate and
execute a first modification to agreement #4334 in the amount of $70,000 with
CityGrows, a Los Angeles-based company, for software development. This
recommended award is made as an exception to the competitive bidding process
pursuant to Section 2.24.080 (d) and is for a total amount not to exceed $138,000 with
future year funding contingent on Council budget approval. Staff recommends that the
City Council authorize budget changes as outlined in the Financial Impacts & Budget
Actions section of this report.
Summary
As the City of Santa Monica’s business operations evolve to accommodate 21st century
governance, it is vital that we maintain and create new systems that improve customer
experience as well as provide the data analysis needed to support program
effectiveness. Staff recommends the City modify its agreement with CityGrows, which
recently created an initial platform for the Transportation Demand Management (TDM)
ordinance compliance processes. Initial testing has been successful, and the
amendment would enable staff to bring additional components of ordinance compliance
into the system, such as automated reminders of upcoming due dates, new payment
types that allow fee discounts and payments for multiple years, and enhanced customer
relationship management capabilities. Incorporating additional components of TDM
ordinance administration into the CityGrows platform would provide customers with a
more transparent experience and enable staff access to more meaningful data analysis
from a consolidated database.
Discussion
CityGrows is a workflow and transparency platform for local governments that facilitates
the creation of digital processes that make it easier for customers and staff to complete
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tasks. CityGrows was identified as a valuable technology service via the Hack the
Beach contest. They emerged winners of the competition due to the applicability of their
product, professional experience, likelihood of success, and cost. Following the contest,
a pilot program was established to test the viability of their program, which met success
after automating initial components of the Worksite Transportation Plan. At the
conclusion of the pilot, the City elected to continue the project by pursuing a sole source
agreement. The sole source proposal was ultim ately accepted due to the unusual
nature of the required services for the TDM ordinance where no off -the-shelf tools were
readily available.
CityGrows has already delivered a product that has improved the customer experience
of compliance with the TDM ordinance by enabling Santa Monica employers to conduct
worksite AVR surveys, submit required documents, receive feedback from City staff,
and fully or partially develop worksite TDM Plans online. The additional features
requested will further improve the quality of customer experience, especially for the
more complex processes required of larger employers. It would also enable more
meaningful data analytics to inform program operations in real time.
Staff recommends CityGrows to furnish and deliver custom software development on
the CityGrows platform as an exception to the competitive process basis pursuant to
Section 2.24.080 (d) such that it is a Proprietary Purchase: an item of original
equipment manufacturer and/or their authorized exclusive distributor. Good or service is
copyrighted, patented, or otherwise only available from a License Holder.
Financial Impacts and Budget Actions
The contract modification to be awarded to CityGrows is $70,000, for an amended
contract total not to exceed $138,000.
Award of the contract modification requires the following budget changes:
FY 2018-19 Budget Changes
Release Funds Appropriate Funds
Account Number(s) Amount Account Number(s) Amount
10.365501 $70,000 10700003.50010 $70,000
Total $70,000 Total $70,000
The contract will be charged to the following accounts:
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Contract Modification Request: CityGrows
Agreement #
Current
Authorized
Amount
Modified
Request
Amount
FY 2018-19 Dept
Acct #
Total
Revised
Contract
Amount
4334 $68,000 $70,000 10700003.550010 $138,000
Prepared By: Jack Moreau, Transportation Management Specialist
Approved
Forwarded to Council
Attachments:
A. 2018 OAKS INITIATIVE FORM CityGrows (003)
CITY OF SANTA MONICA
OAKS INITI ATIVE NOTICE
NOTICE TO APPLICANTS, BIDDERS, PROPOSERS
AND OTHERS SEEKING DISCRETIONARY PERMITS, CONTRACTS,
OR OTHER BENEFITS FROM THE CITY OF SANTA MONICA
Santa Monica’s voters adopted a City Charter amendment commonly known as
the Oaks Initiative. The Oaks Initiative requires the City to provide this notice and
information about the Initiative’s requirements. You may obtain a full copy of the Initiative’s
text from the City Clerk.
This information is required by City Charter Article XXII—Taxpayer Protection. It
prohibits a public off icial from receiving, and a person or entity from conferring, specified
personal benef its or campaign advantages from a person or entity after the official votes,
or otherwise takes official action, to award a “public benefit” to that person or entity. The
prohibition applies within and outside of the geographical boundaries of Santa Monica.
All persons or entities applying or receiving public benefits from the City of Santa
Monica shall provide the names of trustees, directors, partners, and officers, and names
of persons with more than a 10% equity, participation or revenue interest. An exception
exists f or persons serving in those capacities as volunteers, without compensation, for
organizations exempt from income taxes under Section 501(c)(3), (4), or (6), of the
Internal Revenue Code. However, this exception does not apply if the organization is a
political committee or controls political committees. Examples of a “public benefit” include
public contracts to provide goods or services worth more than $25,000 or a land use
approval worth more than $25,000 over a 12-month period.
In order to facilitate compliance with the requirements of the Oaks Initiative, the City
compiles and maintains certain information. That information includes the name of any
person or persons who is seeking a “public benefit.” If the “public benefit” is sought by an
entity, rather than an individual person, the information includes the name of every person
who is: (a) trustee, (b) director, (c) partner, (d) officer, or has (e) more than a ten percent
interest in the entity. Therefore, if you are seeking a “public benefit” covered by the Oaks
Initiative, you must supply that information on the Oaks Initiative Disclosure Form. This
inf ormation must be updated and supplied every 12 months.
CITY OF SANTA MONICA
OAKS INITI ATIVE DISCLOSURE FORM
In order to facilitate compliance with the requirements of the Oaks Initiative, the City
compiles and maintains certain information. That information includes the name of any
person or persons who is seeking a “public benefit.” If the “public benefit” is sought by
an entity, rather than an individual person, the information includes the name of every
person who is: (a) trustee, (b) director, (c) partner, (d) officer, or has (e) more than a ten
percent interest in the entity.
Public benef its include:
1. Personal services contracts in excess of $25,000 over any 12-month period;
2. Sale of material, equipment or supplies to the City in excess of $25,000 over a 12-
month period;
3. Purchase, sale or lease of real property to or from the City in excess of $25,000
over a 12- month period;
4. Non-competitive franchise awards with gross revenue of $50,000 or more in any
12-month period;
5. Land use variance, special use permit, or other exception to an established land
use plan, where the decision has a value in excess of $25,000;
6. Tax “abatement, exception, or benefit” of a value in excess of $5,000 in any 12-
month period; or
7. Payment of “cash or specie” of a net value to the recipient of $10,000 in any 12-
month period.
Name(s) of persons or entities receiving public benefit:
Name(s) of trustees, directors, partners, and officers:
Name(s) of persons with more than a 10% equity, participation, or revenue interest:
Prepared by: ____________________________Title: __________________________
Signature: ______________________________________ Date: ________________
Email: ____________________________________ Phone: ____________________
FOR CITY USE ONLY:
Bid/PO/Contract # ____________________________ Permit # ___________________________
REFERENCE:
Modified
Agreement No. 10718
(CCS)