Title
Case Management System Design, Development and Implementation - RFA 18-243 (Ordinance S-44527)
Description
Request to authorize the City Manager, or his designee, to enter into a contract with Avtex Solutions, LLC (Avtex) to design, develop, and implement a case management system for the Equal Opportunity Department. The aggregate contract value will not exceed $295,000. Further request authorization for the City Controller to disburse all funds related to this item.
Report
Summary
This request is for Information Technology professional services to design, develop, and implement a comprehensive web-based case management system for the Equal Opportunity Department (EOD). The department has never had an electronic case management system. In compliance with audit recommendations, the web-based system will allow EOD to receive and track complaints related to employment discrimination and harrassment, Title VI and Americans with Disability Act, house investigative documentation related to cases, and to timely generate reports ensuring the City is in compliance with federal requirements governed by the Department of Labor, Department of Justice, Department of Transportation, and Housing and Urban Development. The system also will provide data sharing ability with City departments such as Human Resources and Law, ensure the integrity of electronic files and staff's adherence to established investigative procedures, and enable management to monitor the quality and efficiency of staff's investigation efforts.
This item has been reviewed and approved by the Information Technology Services Department.
Procurement Information
In accordance with Administrative Regulation 3.10, normal competition was waived as the result of a Determination Memo citing that a competitive process would hinder the implementation timeline. Avtex currently has a model system in place that can be configured to meet the City's business needs in a short period of time utilizing the City's current customer relationship management (CRM) application.
Contract Term
The one-year term shall begin on or about May 2, 2018.
Financial Impact
The aggregate contract value will not exceed $295,000. Funds are available in the Information Technology Services Department's Capital Improvement Program budget.
Department
Responsible Department
This item is submitted by Acting Deputy City Manager Toni Maccarone and the Equal Opportunity Department.