Title
Electronic Submittal and Verification Certified Payrolls Contract - COOP 26-0209 Request for Award (Ordinance S-53152) - Citywide
Description
Request to authorize the City Manager, or the City Manager's designee, to enter into a contract with LCPtracker, Inc., using a competitively procured General Services Administration Cooperative Contract (GS-35F-364BA), to provide Electronic Submittal and Verification Certified Payrolls for various departments. Further request to authorize the City Controller to disburse all funds related to this item. The total value of the contract will not exceed $665,000.
Report
Summary
This contract will provide access to LCPtracker's web-based verification program, which will eliminate paper submittals, reduce data entry and verification time, ensure the accuracy of contractors' payroll reports, and provide standardized reporting for oversight. This oversight facilitates monitoring as required for compliance with the Davis-Bacon Act. The program also provides labor compliance staff with immediate feedback when violations of federal regulations are found. The primary users of this contract will be the Housing and Street Transportation departments.
Procurement Information
In accordance with Administrative Regulation 3.10, standard competition was waived as a result of an approved Determination Memo based on the following reason: Special Circumstances Alternative Competition. Adopting the competitively procured General Services Administration Cooperative Contract (GS-35F-364BA) for the purchase of the LCPtracker program is advantageous to the City as it prevents major delays in the payroll review process, which could create a risk of underpayment and/or misclassifications and delay the timely release of funds without the program in place. The City will receive a greater discount price based on the nationally competed cooperative agreement. Utilizing the cooperative contract allows the City to leverage federal purchasing power.
Contract Term
The contract will begin on or about October 1, 2026, for a three-year term with two one-year options to extend.
Financial Impact
The aggregate contract value will not exceed $665,000 for the five-year aggregate term.
Funding is available in the Housing Department and City Engineer's operating budgets.
Department
Responsible Department
This item is submitted by Deputy City Managers Gina Montes and Frank McCune, the Housing Department and the City Engineer.