HomeMy WebLinkAboutStaff Report 14132
City of Palo Alto (ID # 14132)
City Council Staff Report
Meeting Date: 9/12/2022 Report Type: Consent Calendar
City of Palo Alto Page 1
Title: PLACEHOLDER: Approval of Contract for Budget Publishing Software
From: City Manager
Lead Department: Administrative Services
Recommendation
Staff recommends that Council approve and authorize the City Manager or his designee to execute the
attached XX-year contract with XX (Attachment A) in an amount not to exceed $XX to replace and
purchase budget document publication software for the operating budget, capital budget, and
municipal fee schedule (XX OTHER?) documents.
Executive Summary
The Office of Management and Budget (OMB) requires a software tool that compiles financial data, text,
and graphics into the operating budget, capital budget, and municipal fee schedule (XX OTHER?)
documents. This software tool will support OMB in delivering these documents to the Council in a timely
basis and continue to provide Council with documents that are visually appealing.
Background
PADS history
Discussion
Project Description
The City’s annual budget process starts in the preceding fall for the forthcoming fiscal year. The annual
proposed budget documents are released to the City Council in late April. To ensure a smooth and
timely publication of the FY 2024 proposed budget documents, implementation of the new budget
document publication software needs to be complete by January 2023.
The software allows OMB and department staff to input/edit text for narrative, financial, and
performance measurement information in the budget documents; queries financial data to
automatically compile and tabulate financial tables; allows OMB staff to manage, change, and edit
financial mapping, text, graphics, and photos; and produce high-quality, bookmarked PDF budget
documents for viewing on the City’s website.
Request for Proposal (RFP) Process
On March 17, 2022 a notice inviting professional services proposals for the Budget Document
City of Palo Alto Page 2
Publication Software RFP was posted [on the City’s website, in PlanetBids,] and sent to six known
document publication software companies. The proposal period was 21 calendar days. Proposals were
received from three companies on April 7, 2022.
The selection committee was comprised of City staff from the Administrative Services Department and
Information Technology Department. The committee reviewed all bids submitted and scored on a
variety of technical requirements, cost to the City, and references. Three-year contract proposals ranged
in price from approximately $89,000 to $108,000. The companies were invited to demonstration their
products on July 19, 2022, July 21, 2022, and the top two companies were invited for a second
demonstration on August 23, 2022.
Timeline
The selected provider will work with City stakeholders including the Information Technology
Department and Administrative Services Department to implement the new solution in time for the FY
2024 budget process. [insert any timeline specifics from the selected vendor]
Resource Impact
The recommendations in this report will result in (increase/decrease) in resources needed for budget
document publication including necessary related software, support, licensing, and maintenance costs.
Sufficient funding is available in the FY 2023 Adopted Operating Budget of the Information Technology
Fund, which allocates the expense citywide (GF XX$, other funds $XX). Funding for future years of the
contract is subject to City Council approval through the annual budget process. The contract is for XX
years and the cost is spread as follows:
FY $
2023
2024
2025
Stakeholder Engagement
Stakeholders from the Information Technology Department and Administrative Services Department
participated in the RFP, evaluation, and selection. The RFP was posted to the City’s PlanetBids (?) and
vendors of six budget document publishing software solutions known to City staff were notified directly.
Environmental Review
The approval of this contract is not considered a project under the California Environmental Quality Act
(CEQA).