Title
Electronic Submittal and Verification Certified Payrolls - EXC 21-133 (Ordinance S-48021)
Description
Request to authorize the City Manager, or his designee, to enter into an agreement with Askreply, Inc. DBA B2GNOW a partner of LCPtracker Incorporated, to purchase electronic submittal and verification certified payrolls for citywide use. Further, request to authorize the City Controller to disburse all funds related to this item. The total contract value will not exceed $169,229.
Report
Summary
The Street Transportation, Public Transit, Neighborhood Services and Housing departments require the LCPtracker Pro software for electronic certified payroll submittals for federal funding to be Davis Bacon Act compliant. This web-based program eliminates paper submittals, reduces data entry and verification time, assures the accuracy of contractors' payroll reports, and provides standardized reports for oversight. The system provides labor compliance staff with immediate feedback when violations of federal regulations are found. The software is advantageous to the City as it prevents major delays in the payroll review process which could create a risk of underpayments and/or misclassification and delay the timely release of funds.
Procurement Information
In accordance with Administrative Regulation 3.10, normal competition was waived because of an approved determination memo stating failure to enter this agreement could expose clients to the risk of failing federal audits and ultimately the potential loss of associated federal funding. This has been a major process improvement and has been embraced by the City’s vendors (prime contractors and subcontractors). The amount of time it would take to train the City’s contracting community on a new program would be substantial and would result in increased costs to clients.
The Assistant Finance Director recommends that the contract with Askreply, Inc. DBA B2GNOW be accepted.
Contract Term
The five-year contract term will begin on or about Oct. 27, 2021.
Financial Impact
The total contract value will not exceed $169,229 and funds are available in the Street Transportation, Public Transit, Neighborhood Services and Housing departments' budgets.
Department
Responsible Department
This item is submitted by Deputy City Managers Mario Paniagua and Gina Montes, and the Street Transportation, Public Transit, Neighborhood Services and Housing departments.