SR 09-26-2023 5A
City Council
Report
City Council Meeting: September 26, 2023
Agenda Item: 5.A
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To: Mayor and City Council
From: Gigi Decavalles-Hughes, Director, Finance Department, Revenue
Subject: Approval of Second Modification to Agreement No. 9756 (CCS) with HdL
Software, LLC for business license software
Recommended Action
Staff recommends that the City Council:
1. Adopt a finding of no possibility of significant effect pursuant to Section
15061(b)(3) (Common Sense Exemption) of the California Environmental Quality
Act (CEQA) Guidelines.
2. Authorize the City Manager to negotiate and execute a second modification to
agreement #9756 (CCS) with HdL Software, LLC to extend the term three
additional years and increase the contract amount by $90,797 for business
license software services and software development services for the Finance
Department. This will result in a 13-year amended agreement with a new total
amount not to exceed $469,072, with future year funding contingent on Council
budget approval.
Summary
Currently, HdL Software (HdL) provides business license software services to
administer the billing and collection of business license taxes as well as certain
assessments, fees, and regulatory permits. The City is in the process of conducting a
comprehensive review of the City’s Business License Tax program. Staff plans to bring
an updated ordinance to City voters in 2024. A second modification to the agreement
would ensure continued software maintenance that is used to support the administration
of business licensing, including billing and payment processing requirements. Staff
recommends a second modification to agreement #9756 to increase the contract
amount by an additional $90,797 with a total not to exceed $469,072 and extend the
term for an additional three years for a total term of 13 years.
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Discussion
The City’s Municipal Code allows the Finance Department to levy and collect business
license tax. The business license tax program supports the overall well-being of Santa
Monica by funding essential services, such as public safety, community recreation and
economic development. The management of the business license tax collections
requires specialized software.
The City has been utilizing HdL’s business license software since 1998. The City
oversees approximately 23,000 business license accounts and collects approximately
$34.5 million in tax, assessment, and fee revenue annually. Staff is currently conducting
a strategic, comprehensive review and modernization of the City’s Business License
Tax program to align with the Council’s FY 2023-25 priority to Cultivate Economic
Recovery & Expand Community & Cultural Offerings. The results of this study would
likely result in a restructuring of the current Business License Tax code, which would
require voter approval. Staff will complete an analysis and determine whether it will
recommend that the Council bring the updated ordinance to City voters in November
2024. The outcome could have a significant impact on the City's requirements for a
business license system. While staff analyzes and works on strategies to modernize the
Business License Tax program, ensuring that there is no interruption in the existing
business license system services is critical. Since the results of this effort would likely
impact technology needs, staff believes that it is best to delay the procurement process
for a new Business License Tax software until after the election when the Business
License Tax Modernization measures, if approved, would be implemented. The City’s
current agreement for business license software with HdL expires November 12, 2023.
Therefore, the extension of the current contract until after the election is the most
prudent course of action. In addition, staff would proceed with the issuance of an RFP
for these services during the extension period and return to Council to request approval
of award for a new agreement.
Environmental Review
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The award agreement is categorically exempt from CEQA pursuant to Section
15061(b)(3) of the CEQA Guidelines. The award agreement is covered by the common
sense exemption which states that CEQA does not apply, “where it can be seen with
certainty that there is no possibility that the activity in question may have a significant
effect on the environment.” The modification will allow the City to continue to utilize its
business license software. Therefore, it can be seen with certainty that the agreement
would not result in adverse physical impacts on the environment, and as such, is
categorically exempt from CEQA.
Past Council Actions
Financial Impacts and Budget Actions
Staff seeks authority to approve available funding from the General Fund to increase
the amount of agreement #9756 with HdL to provide business license software services
and software development services.
Agreement Modification Request
Agreement
#
Current
Authorize
Amount
FY 2023-24
Modified Request
Amount
Future Year
Modified Request
Amount
Department
Account #
Total Contract
Amount
9756 $378,275 $16,689 $74,108 01300005.529230 $469,072
Future year funding is contingent on Council budget approval.
Meeting Date Description
6/25/2013
(Attachment A)
Authorize agreement with HdL for business license
software maintenance and support services.
10/23/2018
(Attachment B)
Approval of First Modification to Agreement No. 9756
(CCS) for Business License Software Maintenance and
Support Services and Software Development Services.
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Prepared By: David Carr, Assistant City Treasurer
Approved
Forwarded to Council
Attachments:
A. Attachment A - HdL Prime Software Agg #9756 CCS
B. Attachment B - HdL Modification to Contract 9756_fully executed
C. Executed HdL Renewal Letter for Business
D. HdL Software OAKS FY 23-24
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Packet Pg. 113 Attachment: Attachment A - HdL Prime Software Agg #9756 CCS (5793 : Second Modification to Agreement No. 9756 (CCS) with HdL Software,
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Packet Pg. 196 Attachment: Attachment B - HdL Modification to Contract 9756_fully executed (5793 : Second Modification to Agreement No. 9756 (CCS) with
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1685 Main Street, Santa Monica, CA 90401 • (310) 458-8411 • manager@santamonica.gov
santamonica.gov • @cityofsantamonica • @santamonicacity
Finance Department
Date:
Robert Gray
Chief Information Officer
HdL Companies
120 S. State College Blvd., Suite 200
Brea, CA 92821
Re: Contract No. 9756 (CCS) Renewal Option for Business License
Software Maintenance and Support Services
Dear Mr. Gray:
Please accept this letter as the City’s notification of its intent to extend the term of
the above-referenced Software Maintenance and Support Agreement (the “Agreement”)
for a period of two (2) years. As noted in Section 1 of the Term and Conditions of the
Agreement dated November 12, 2018, the City may extend the term for one (1) additional
two (2) year term. The renewal will extend the term of the Agreement beginning on
November 12, 2021 through November 12, 2023. All other terms and conditions of the
Agreement shall remain the same and in full force and effect.
If you have any questions, please contact David Carr, Assistant City Treasurer, at
(310) 458-8775 or David.Carr@santamonica.gov.
Sincerely,
David White
City Manager
cc: David Carr, Assistant City Treasurer
Procurement Division
DocuSign Envelope ID: 018CC8BB-984C-44D3-8A3B-7086C15B3DA4
11/8/2021
11/8/2021
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Packet Pg. 219 Attachment: Executed HdL Renewal Letter for Business (5793 : Second Modification to Agreement No. 9756 (CCS) with HdL Software, LLC for
CITY OF SANTA MONICA OAKS INITIATIVE 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 official from receiving, and a person or entity from conferring,
specified personal benefits 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 for 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 information must be updated and supplied
every 12 months.
DocuSign Envelope ID: B9FAE758-BEE4-4437-A56E-B40A45DFEAFC
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Packet Pg. 220 Attachment: HdL Software OAKS FY 23-24 (5793 : Second Modification to Agreement No. 9756 (CCS) with HdL Software, LLC for business
CITY OF SANTA MONICA
OAKS INITIATIVE 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 benefits 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:
Permit #
FOR CITY USE ONLY:
Bid/PO/Contract #
Robert Gray CIO
rgray@hdlcompanies.com 714-879-5000
HdL Software LLC
N/A. 100% ESOP owned company, with shares owned by an ESOP trust.
Robert Gray, CIO
DocuSign Envelope ID: B9FAE758-BEE4-4437-A56E-B40A45DFEAFC
6/6/2023 | 4:20:08 PM PDT
5.A.d
Packet Pg. 221 Attachment: HdL Software OAKS FY 23-24 (5793 : Second Modification to Agreement No. 9756 (CCS) with HdL Software, LLC for business