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SUMMARY On May 2, 2006, City Council allocated $75,000 of the Measure Y carry forward funds from fiscal year 2005-06 for the purpose of hiring a contractor to develop an online database system to track Measure Y grantee progress and collect data for a formal evaluation. This report recommends that Cityspan Technologies, the most qualified and cost-efficient entity as selected in an Request for Bids process, be awarded the contract for $50,000 for FY 2005-06 for initial development and maintenance, with two one-year options to renew at $30,000 per year for continued hosting, maintenance, and customer support costs. The total amount is not to exceed $110,000. FISCAL IMPACT The FY 2006-07 contract with Cityspan Technologies shall be funded by restricted funds collected in FY 2005-06 for violence prevention programs as authorized by the voter-approved Measure Y, enacted as the Violence Prevention and Public Safety Act (VPPSA) of 2004. The Act authorizes a term of tax imposition effective January 1, 2005 that shall continue in effect for ten (10) years. Per City Council approval on May 2, 2006, $75,000 of approximately $4.4 million of the unspent FY 2005-06 Measure Y funds were allocated for development of a grantee database. The funds for the grantee database contract for FY 2006-2007 will be allocated from Public Safety Act / 2004 Measure Y Fund (2251), Health & Human Services (HHS) Administration organization (78111), Dept. of Human Services (DHS) Measure Y Project (G261271), The term of this contract will be for one year with an option to renew for two additional 12-month periods in the amount of $30,000 each year. Because the grantee database supports the Measure Y Evaluation, the funding for these subsequent renewals will come out of Public Safety Act / 2004 Measure Y Fund (2251), City Manager Administration Unit (02111), DHS Measure Y Evaluation Project (G261240) as well as Measure Y Project (G261271). This agreement will not impact the General Purpose Fund.
Page 2
On November 2, 2004, Oakland voters passed Measure Y approving a special parcel tax and a surcharge on parking in commercial lots to support three primary violence prevention objectives: 1) 63 new police officers for community policing and other focused policing efforts; 2) full staffing for 25 fire engine companies and 7 truck companies - ending rotating closures; and, 3) violence prevention programs. Overall estimates of Measure Y allocations for FY 2005-06 were as follows: Approximately $19.6 million in total, $3.9 million to the Fire Department, $9.4 million to the Police Department, and $6.3 million for violence prevention programs. Measure Y further requires that 1 to 3 percent of the Police and violence prevention program allocations be set aside for an independent evaluation of said services, of which the full 3 percent was set aside. On June 7, 2005, City Council approved specific program recommendations for Measure Y funded violence prevention programs. Because some of the program recommendations were not fully implemented yet in Fiscal Year 2005-06, approximately $4.4 million in revenues were collected in FY 05-06 that were available for re-programming. On May 2, 2006, City Council approved a variety of uses for these carry forward funds, including support for the Family Violence Law Center, Youth UpRising teen center, a challenge grant for the development of a safe house for sexually exploited minors, a reserve fund, strategic planning and technical assistance, and development of a grantee database.
Deborah Edgerly Re: DHS - Measure Y Database KEY ISSUES AND IMPACTS Selection Process for Database Developer
Page 3
On May 3, 2006, DHS issued a Request for Bids for a Web-Based Contract Management and Client-Level Tracking Database due on May 17, 2006. The Request for Bids was posted on the DHS Measure Y web site home page and notice was sent electronically to an extensive list including Measure Y grantees and professional database providers. Local database contractors therefore had the opportunity to review the Request for Bids and submit a proposal. However, only two applicants submitted proposals - both of whom were non-local - and neither had the ability to bring in a local subcontractor. The nature of this work is that it has no subcontractable opportunities; it is a single-service delivery contract. DHS received two responsive bids to this announcement, from Cityspan Technologies of Berkeley, and JMPT Consulting of San Francisco. The proposal from Cityspan Technologies was significantly less expensive, as well as the best match for the project requirements as determined by staff review. Cityspan is in compliance with the Living Wage and Equal Benefits Ordinance. Cityspan does not meet the L/SLBE requirement; however, none of the applicants met this requirement. See attached documents from the Contract Compliance and Employment Services Division. Cityspan is unique among vendors in that they offer both pre-configured solutions and highly customized applications that respond directly to funder and provider program designs. Their solutions for flinders, in particular, have been customized to support a range of monitoring, reporting and evaluation requirements. For example, their contract management system developed for the City and County of San Francisco Department of Children, Youth and Families (DCYF), in addition to collecting attendance, manages service provider work plans, budgets, invoices, personnel schedules and consumer satisfaction surveys. Cityspan's grants management system developed for the District of Columbia (DC) Children and Youth Investment Trust Corporation has been customized to track attendance for seven funding sources and is currently being configured to support a longitudinal client-level outcomes study designed by the research firm ChildTrends. DHS staff spoke with staff from San Francisco's DCYF and from the DC Children and Youth Investment Trust Corporation about their experiences with Cityspan and both gave Cityspan high marks for the quality of their products and service.
Scope of Work and Budget
The City will receive a high value from this contract for the amount of services being provided. Cityspan will provide a wide array of services, including: Secure, web-based data collection Operation of a 40-hour a week customer service hotline Data matching with public systems partners, such as OUSD and Probation Customized automated reporting on Measure Y service data Development of sharing protocols to allow distinct agencies working in collaboration to share specific, defined information Automated invoicing and contract management Data field customization for individual grantees to use this as their agency database Item: Mayor's Summer Recess Agenda August 8, 2006
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Attendance sheet support: the system will print out attendance sheets with bar codes for any grantee services, allowing agencies to enter attendance data quickly with a scanner Data preparation and downloading to the Measure Y evaluator, Berkeley Policy
Associates
Data collection will start immediately upon approval of the contract, on August 9th, 2006. An interim data report summarizing and analyzing Cityspan data will be prepared by Berkeley Policy Associates in May 2007 for presentation to City Council. Cityspan's scope of work and budget for this agreement are appended to this report as Attachments A and B. Renewals of Cityspan's agreement will be based upon the achievement of deliverables outlined in their scope of work (Section C) and on satisfactory general performance. SUSTAINABLE OPPORTUNITIES Economic No economic impacts are anticipated at this time. Environmental The development of an electronic progress reporting and data collection tool eliminates the use of paper and therefore positively impacts the environment. Sociai Equity The creation of a grantee database significantly reduces the time and expense of data collection for Measure Y grantees who can therefore focus more on the provision of services to economically and socially distressed individuals. DISABILITY AND SENIOR CITIZEN ACCESS All programs funded through Measure Y will be accessible to persons with disabilities and mobility impaired seniors, although Measure Y programs focus on interventions with young people under 30. All Measure Y programs contribute to increasing the safety of Oakland communities which is particularly beneficial to residents with disabilities and to seniors. RECOMMENDATIONS) AND RATIONALE Staff recommends City Council approve a resolution to enter into an agreement with Cityspan, the most cost-efficient and qualified provider, to develop a grantee database for Measure Y in the amount of $50,000 for Fiscal Year 2006-07 with two one-year options to renew without returning to City Council for $30,000 each year, for a total amount not to exceed $110,000.
Deborah Edgerly Re: DHS - Measure Y Database ACTION REQUESTED OF THE CITY COUNCIL
Page 5
That the City Council accept this report and approve the resolution authorizing the City Administrator to enter into an agreement between the City of Oakland and Cityspan Technologies to develop and maintain a Database for Measure Y Grantees for Fiscal Year 200607 for $50,000, with two one-year options to renew at $30,000 per year without returning to City Council, for a total amount not to exceed $ 110,000.
Respectfully submitted,
OF THE/ClfY ADMINISTRATOR
Cityspan Technologies
Cityspan Technologies
they attend activities. Barcoded daily attendance sheets can be used to facilitate the transfer of attendance information from paper forms into the database. Security Cityspan will work to establish grantee-to-grantee data-sharing conventions and agreements. The agreements will allow grantees to selectively share client information with each other for the purposes of service planning and comprehensive client-level outcome analyses. Safeguards will be implemented to prevent unauthorized releases of client information. Cityspan will create a standard client/parent data-sharing consent form for grantee use. The system will be subject to Cityspan's overall security protocol, which includes locating servers and data within a secure datacenter, securing client-server communications with 128-bit encryption (HIPPA requirement) and requiring strong username/passwords for system users. Data Exchange with Grantee Databases In order to reduce duplicate data-entry and facilitate grantee transition into the client tracking system, Cityspan will develop a data transfer protocol that enables the exchange of data between Oakland's client tracking system and existing grantee databases. Data Matching with Institutional Partners Cityspan will work with the City of Oakland and its outside evaluator (BPA) to create protocols for sharing data among the City's institutional partners. Cityspan will provide samples of MOUs developed in similar contexts and support the development of an MOU for the City of Oakland. The client tracking system will be configured to incorporate client identifiers and client participation data generated by institutional partners. Export files will generated for use by the project evaluator. Customer Service Cityspan will provide technical assistance to grantees by conducting group-based trainings and providing users with access to Cityspan's help desk. Users may submit requests to the help desk by phone or email. Help desk hours are 8 a.m. - 5 p.m. PST, Monday thru Friday. As needed, Cityspan will implement system customizations on a per grantee basis. The customizations will make the system easier to use and more relevant to the grantee's data management needs. Data-sharing for Collaborative Partners On a per grantee basis, the software will be modified to support custom data-sharing arrangements among collaborative partners. Lead agencies will have the ability to view and report service data across partners, while individual partners will be restricted to viewing data on their clients only. Subject to data-sharing MOUs, partners will be permitted to view client and service data entered by other members of the collaborative. Bi Compensation and Payment 1. The City agrees to pay the Provider a sum not to exceed fifty thousand dollars ($50.000.00) funded by the budgeted revenues from tax proceeds of the Violence Prevention and Public Safety Act of 2004 for the performance of deliverables and project outcomes. Payment shall be for all of the Provider's services, materials,
Cityspan Technologies
Total:
$50,000.00
Cityspan Technologies
Project Management A project management fee will be charged to cover the cost of in-person meetings, email and phone communications between Cityspan, the City of Oakland, and the City's grantees and institutional partners. Project management tasks include development of the system specification, monitoring of end user feed-back and reports regarding system status and performance. Professional Time Principal (60 hrs @ $125/hr) $ 7,500
User Support A user support fee will be charged to cover up to (2) group training sessions per year and the provision of help desk services to alt system users. Cityspan's help desk offers phone and email-based support during business hours (M-F, 8:OOAM-5:OOPM PST). Users may submit an unlimited number of requests to the help desk. Requests for support are returned within one business day. Cost per Grantee 20 Grantees @ $125/grantee/year $ $2,500
Software Customization CitySpan will customize features of the contract management and client tracking systems to meet the City of Oakland's requirements. An initial set of customizations will be implemented by July 1, 2006 to allow for an immediate release of the system to Measure Y grantees. Task A. Configure Contract Management System CitySpan will configure the system's work plan forms, budget, invoice and progress reports to meet the City of Oakland's contract reporting requirements. Cityspan will work with City of Oakland staff to establish an initial set of contracts and grantee user accounts. Professional Time Programmers (35 hrs @ $100/hr) $ 3,500
Task B. Configure Client Tracking System Cityspan will customize the system's client and staff in-take forms, activity descriptions, activity attendance forms and aggregate reports to reflect Measure Y and OFCY requirements.
Cityspan Technologies
$ $
750 6,000
Task C. Support Data Exchanges with Grantees Cityspan will customize the system to support automated import/export procedures for the purpose of exchanging data with grantees that have existing data systems. Data exchange is likely involve the development of custom filter sets on a per grantee basis to reflect the unique data set to be provided by each grantee. Professional Time Principal (4 hrs @ $125/hr) Programmers (45 hrs @ 100/hr) Total $ 500 $ 4,500 $ 5,000
Task D. Support Data Exchanges with Institutional Partners Cityspan will customize the system to support automated import/export procedures for the purpose of exchanging data with Oakland's institutional partners. Data exchange is likely involve the development of custom filter sets on a per partner basis to reflect the unique data set to be provided by each partner. Professional Time Principal (4 hrs @ $125/hr) Programmers (45 hrs @ 100/hr) Total $ $ $ 500 4,500 5,000
Task E. Implement Data-sharing among for Collaborative Partners On a per grantee basis, the software will be modified to support custom data-sharing arrangements among collaborative partners. Lead agencies will have the ability to view and report service data across partners, while individual partners will be restricted to viewing data on their clients only. Subject to data-sharing MOUs, partners will be permitted to view client and service data entered by other members of the collaborative. Professional Time Principal (30 hrs @ $125/hr) Programmers (60 hrs @ 100/hr) Total
$ $ $
Task E. Develop Data-sharing MOUs and Grantee Consent Forms Cityspan will work with the City and its Institutional Partners to develop a data-sharing MOD. Similarly, Cityspan will work with the City and its Grantees to develop grantee-tograntee data-sharing MOUs and a grantee data-sharing Client Consent Form. Professional Time Principal (40 hrs @ $125/hr) Customization Sub-total
$ 5,000 $ 26,250
Cityspan Technologies
$ 30,000 $ 5,000
Total
$ 50,000
Cost Summary (For Each of Years Two and Three) 1. Annual Licensing and Hosting 2. Project Management 3. User Technical Support 4. Data Exchanges with Grantees 5. Data Exchanges with Institutional Partners 6. Miscellaneous Customization Total $ $ $ $ $ $ 5,000 7,500 2,500 5,000 5,000 5,000
$ 30,000
Cityspan Technologies
(510)238-3970
July 25,2006
Mr, Mark Min Cityspan Technologies 2437 Durant Avenue #206 Berkeley, CA 94704 Dear Business Owner: Congratulations. Based on a review of the Declaration of Nondiscrimination (Schedule N-1) and supporting documentation, it has been determined that your firm is in full compliance with the Equal Benefits Ordinance, Chapter 2.32 of the Oakland Municipal Code. Enclosed, please find a certificate of compliance. Provided benefits currently in place have not changed, the enclosed certificate satisfies the compliance review for future submittals to the City of Oakland, including grant applications. While the certificate does not bear an expiration date, please be advised that updated documentation is required for all substantive changes to the current compliance status. Substantive changes may include, but not limited to: an open enrollment period after the date of this correspondence that includes benefits different from those reviewed for compliance; changes to the current collective bargaining agreement that affect the conditions of compliance with the Equal benefits Ordinance; and/or changes to personnel policies affecting compliance with the Equal Benefits Ordinance. Please notify this office should any of these changes occur. Should you have questions regarding this correspondence or the attached certificate, please contact Vivian Inman at (510) 238-6261 or via e-mail at vinman@oaklandnei,com Remember, attaching a copy of the attached certificate satisfies the compliance review process. Again, congratulations on this most recent accomplishment and best wishes in all of your efforts to do business with the City of Oakland.
Sincerely,
Mrs. Deborah Lusk-Barnes Contract Compliance & Employment Services Division Enclosure
Certificate of Compliance
is hereby awarded to
Cityspan Technologies
For satisfying all requirements necessary for compliance with the Equal Benefits Ordinance
iate
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/'i'i'V;''1 ''V^'jj-Vi"
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Memo
Office of the City Administrator
Contract Compliance & Employment Services Division To; From: Through: Date: Re:
CITY f OF OAKLAND
Anne marks Vivian Inman, Contract Compliance Officer, CC&ES Division Deborah Barnes, CC&ES Manager^^^^^c/ $A July 25,2006 ^ Compliance Analysis: Web Based Management and Client Tracking Database
Contract Compliance & Employment Services reviewed one (1) proposal received in response to the above referenced project. Below is the outcome of our compliance evaluation for the twenty percent (20%) minimum participation requirement and a preliminary review for compliance with the Equal Benefits Ordinance. The L/SLBE findings are as follows:
Company Name
Bid Amount (If Applicable)
Total L/SLBE
Total Credited
Points
Cityspan Technologies
NA
0%
L0%
0%
NA
0%
N/A
NA
NA
As noted above Cityspan Technologies did not meet the City's 20% L/SLBE requirement. If you have questions or need additional information, please contact Vivian Inman, Contract Compliance Officer, at 238-6261.
PROJECT NO. PROJECT NAME: Web Based Management and Client Tracking Database
CONTRACTOR:
Citvspan Technologies
YES
NO
a) % of LBE participation
b) % of SLBE participation 3. Did the contractor receive preference points? (If yes, list the points received) 4. Additional Comments. NO
7/25/2006
Date
Date: Date:
SLBE
%
LBE/SLBE
%
MBE
WBE
PRIME
Berkeley
Project Totals
Requirements:
The 20% requirements is a combination of 10% LBE and 10% SLBE participation. An SLBE firm can be counted 100% towards achieving 20% requirements. LBE firms can only be counted up to 1 0% of the total contract amount. Legend ^ = Local Business Enterprise SLBE = Smalt Local Business Enterprise Total LBE/SLBE = All Certified Local and Small Local Businesses NPLBE * Nonprofit Local Business Enterprise NPSLBE = Nonprofit Small Local Business Enterprise
0%
0%
0%
100%
Ethnicity
A = Asian AA = African American Al = Asian Indian AP = Asian Pacific C = Caucasian H = Hispanic MA = Native American 0 = Other NL= Not Listed
0%
0%
LBE 10%
SLBE 10%
UB = Uncertified Business CB = Certified Business MBE = Minority Business Enterprise WBE = Women Business Enterprise
CITY COUNCIL
RESOLUTION No. C.M.S.
RESOLUTION AUTHORIZING THE CITY ADMINISTRATOR TO ENTER INTO AN AGREEMENT FOR $50,000 WITH TWO ONE-YEAR OPTIONS TO RENEW WITHOUT RETURNING TO CITY COUNCIL FOR $30,000 EACH YEAR BETWEEN THE CITY OF OAKLAND AND CITYSPAN TECHNOLOGIES TO DEVELOP AND MAINTAIN A DATA BASE FOR MEASURE Y GRANTEES FOR FISCAL YEAR 2006-2007
WHEREAS, City of Oakland voters passed Measure Y, the Violence Prevention and Public Safety Act of 2004, in November 2004, approving a series of taxes to support violence prevention objectives, programs and services to reduce violence among children, youth and young adults in Oakland; and WHEREAS, Measure Y resources are available, and City Council approved $75,000 in Measure Y resources be set aside to support initial startup and some subsequent maintenance costs for an online grantee data base on May 2, 2006; and WHEREAS, the funding for this contract is available in Public Safety Act / 2004 Measure Y Fund (2251), HHS Administration organization (78111), DHS Measure Y Projects (G261271 and G261240);and WHEREAS, the Request for Bids from data base providers was issued on May 3, 2006 to select the most appropriate entity to develop and maintain the data base; and
WHEREAS, staff reviewed bids and determined Cityspan Technologies to be the most qualified and least costly applicant; and
WHEREAS, staff recommends entering into an agreement with Cityspan Technologies to develop and maintain a Measure Y grantee data base; and WHEREAS, the City Council finds that this agreement shall not result in the loss of employment or salary by any person having permanent status in the competitive services; now therefore, be it RESOLVED: That the City Administrator is hereby authorized to execute an agreement with Cityspan Technologies for a total not to exceed $50,000 in FY 2006-07 with two one-year options to renew without returning to City Council for $30,000 each year, for the purpose of funding a data base to track services provided by grantees to at-risk youth and young adults, funded by the Violence Prevention and Public Safety Act of 2004; and be it
FURTHER RESOLVED: These funds will be allocated from Public Safety Act / 2004 Measure Y Fund (2251), HHS Administration organization (78111), DHS Measure Y Projects (G261271 and G261240); and be it FURTHER RESOLVED: That the City Administrator is hereby authorized to conduct all negotiations, execute and submit all documents, including but not limited to applications, agreements, amendments, modifications, payment requests and related actions which may be necessary in accordance with its basic purpose; and be it FURTHER RESOLVED: That said agreement shall be approved as to form and legality by the Office of the City Attorney and placed on file in the Office of the City Clerk.
, 20
AYES- BROOKS, BRUNNER, CHANG, KERNIGHAN, NADEL, QUAN, REID and PRESIDENT DE LA FUENTE NOESABSENTABSTENTIONATTEST: LATONDA SIMMONS City Clerk and Clerk of the Council of the City of Oakland, California