Title
Publication of the City Charter, Code and Zoning Ordinance - Requirements Contract RFP 19-003 (Ordinance S-45819)
Description
Request to authorize the City Manager, or his designee, to enter into a contract with Code Publishing Company, LLC to provide publication of the City Charter, City Code, and Zoning Ordinance as an electronic version on the internet as well as continue updates in the printed/paper format in the amount not to exceed $100,000 over the five-year contract term. Further request authorization for the City Controller to disburse all funds related to this item.
Report
Summary
A Request for Proposals was issued for the continual update of the existing City Charter, City Code, and Zoning Ordinance in web and print/paper formats. The successful Proposer will provide a web version of the City Charter, City Code, and Zoning Ordinance in a public-facing website, that is free of charge to the public and City staff, in the same organization as the hard copy books. The web version must appear user-friendly with full text search engine, static URLs (links), in-line graphics, and tables capable of printer-friendly functionability. Updates based upon ordinance changes must be made timely to ensure the publication is current.
The current contract expires June 30, 2019. This item has been reviewed and approved by the Information Technology Services Department.
Procurement Information
Request for Proposals (RFP) 19-003 was conducted in accordance with Administrative Regulation 3.10. On Oct. 15, 2018, the solicitation was emailed to 160 vendors and was posted on the City’s website. The Finance Department, Procurement Division received one offer on Nov. 16, 2018. The offer submitted by Code Publishing Company, LLC was evaluated and deemed to be fair and reasonable based on the evaluation criteria presented in the RFP and Procurement Division's review of previous contract pricing data.
The Law Department recommends that the offer from Code Publishing Company, LLC, be accepted as responsive and responsible. Code Publishing Company, LLC is the largest codifier on the West Coast. They can provide customizations based upon the City’s needs and requirements and provide updates.
Contract Term
The five-year contract term will begin on or about July 1, 2019 and will end on June 30, 2024.
Financial Impact
The aggregate contract value will not exceed $100,000, with an estimated annual expenditure of $20,000. Funds are available in the Law Department's budget.
Department
Responsible Department
This item is submitted by Assistant City Manager Milton Dohoney, Jr. and the Law Department.