Item 09 - Agreement for Business License Tax and Fee Software Services

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Business License Tax and Fee Software Services May 6, 2025 Page 2 The City issued Request for Proposals (RFP) No. 23-165 on November 6, 2023, on the City's online bid management and publication system. A summary of vendor participation and results is as follows: 638 Vendors Notified 0 Santa Ana Vendors Notified 34 Vendors Downloaded the RFP Packet 4 Responsive Proposal Received 0 Proposals Received from Santa Ana Vendors The City solicited proposals, opened submittals on January 31, 2024, and subsequently evaluated the packets. Four (4) proposals were submitted by the RFP deadline, were determined to be responsive to the specifications, and met the City's requirements. An evaluation committee reviewed the responsive proposals and rated them according to the criteria listed in the RFP. Staff recommends awarding an agreement to the highest -ranked firm, Hinderliter, de Llamas and Associates ("HdL") (Exhibit 1). The proposal submitted by HdL was found to be the most responsive to the City's needs, offers the best value, and is appropriate for the services requested. HdL possesses strong qualifications, experience, and solid client references, along with a well -structured work plan that ensures a flexible and cost- effective taxation program. Furthermore, the City already secured an agreement with HdL for tax audit, analysis, forecasting, and reporting services. Integrating these services with the new business tax system will enhance the City's taxation efforts, streamline collections, and help secure all revenues owed to the City. Staff also recommends awarding the contract for a term of up to nine years to allow sufficient time for system implementation, user acceptance testing, and operational familiarity. This duration will help ensure the system fully meets the City's needs without compromising revenue collection efforts. The initial five-year term will focus on integrating the system with other programs, resolving technical issues, and identifying opportunities for process improvement. The optional extension period will support continued refinement and help establish stable, efficient workflows within the division's operations. Local Outreach Efforts The Purchasing Division advertised this project on the City's online bid management and publication system, which directly notified zero Santa Ana vendors. Zero vendors downloaded the RFP and submitted a bid for consideration. ENVIRONMENTAL IMPACT There is no environmental impact associated with this action. FISCAL IMPACT Funding is available in the FY 24-25 budget, including one-time funding for implementation services for the new software. Funding for subsequent fiscal years will be