HomeMy WebLinkAboutAgenda Report - May 15, 2019 C-08AGENDA ITEM c-g
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AGENDA TITLE:
MEETING DATE: May 15,2019
PREPARED BY: City Clerk
Adopt Resolution Authorizing City Manager to Execute Professional Services
Agreement with NetFile, lnc., of Mariposa, for Electronic Statement of Economic
lnterest and Campaign Statement Filing System and Authorizing City Manager to
Execute Extensions (Not to Exceed $42,500)
RECOMMENDED ACTION Adopt resolution authorizing the City Manager to execute
Professional Services Agreement with NetFile, lnc., of Mariposa, for
electronic Statement of Economic lnterest and Campaign Statement
filing system and authorizing the City Manager to execute
extensions in an amount not to exceed $42,500.
BACKGROUND INFORMATION: Pursuant to the provisions of the Political Reform Act, the City Clerk
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serves as the Filing Official for certain positions designated as filers in Government Code (GC) Section
87200 (i.e. City Council, City Manager, City Attorney, Treasurer, and Planning Commissioners). As of
2019, the City Clerk's office manually tracks and maintains statements for approximately 227 Statement
of Economic lnterestfilers (15 of which are GC 87200 filers) and 10 Campaign Statementfilers, which
fluctuates depending on whether or not it is an election year.
The City Clerk's office strives to automate this process by implementing an electronic, paperless filing
system that will track and notify filers, reduce potential for mistakes or missing information in statements,
and provide public access with search capabilities. There are currently two vendors who offer this
service, both of which have approved systems through the Fair Political Practices Commission (FPPC):
Vendor Name
NetFile lnc., Mariposa, California
SouthTech Systems (through Granicus), Riverside, California
A Request for lnformal Bids was submitted to both vendors, and City Clerk staff evaluated the proposals
based upon the following criteria: qualifications and experience of the firm; financial stability and price;
and technical resources, work plan, and training programs. lnput was also received from the lnformation
Technology Division, and reference checks were conducted.
APPROVED:
enS , City Manager
Adopt Resolution Authorizing City Manager to Execute Professional Services Agreement with NetFile, lnc., of Mariposa, for Electronic Statement
of Economic lnterest and Campaign Sfafemenf Filing System and Authoizing City Manager to Execute Extensions
(Not to Exceed $42,500)
May 15,2019
Page Two
Based on price, vendor's experience and positive reputation among clerk professionals, and quality
product, staff recommends awarding a Professional Services Agreement to NetFile lnc., for a three-year
contract and the ability to execute 2 one-year extensions. The Agreement will prov¡de all of the features
listed in the attached product brochures, which includes two new features to track Ethics and Harassment
Training compliance. NetFile lnc., does not charge for system set up or for storage of documents,
regardless of whether a statement was originally filed electronically or in paper form. The Agreement also
includes unlimited training. Cost of the program is $8,500 annually, for a total not-to-exceed amount of
$42,500 over a five-year period.
FISCAL IMPACT System cost of $8,500 annually for a total cost over five years of $42,500
FUNDING AVAILABLE Funding for implementation is in the City Clerk's budget (10005000) for
Fiscal Year 2018/19. Future annual costs will be included in the City Clerk's
Keys Manager
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Clerk
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