HomeMy WebLinkAbout25J - INFORMATION TECHNOLOGYREQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE:
SEPTEMBER 08, 2009
TITLE
AGREEMENTS FOR TEMPORARY
CONSULTING SERVICES FOR
INFORMATION TECHNOLOGY
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CITY MANAGER
RECOMMENDED ACTION
CLERK OF COUNCIL USE ONLY:
APPROVED
^ As Recommended
^ As Amended
^ Ordinance on 1g` Reading
^ Ordinance on 2nd Reading
^ Implementing Resolution
^ Set Public Hearing For_
CONTINUED TO
FILE NUMBER
Approve and authorize the City Manager and Clerk of the Council to
execute the attached amendment to the agreements for temporary consulting
services for information technology increasing total compensation
$3,590,000 and extending the term for a one year term or until the funds
are expended with the following vendors:
Concorde Consulting, Inc.
SoftMaster, Inc.
The Comdyn Group, Inc.
Telfords
DISCUSSION
The use of temporary contractors specialized in information technology
continues to be an essential approach to the support of City operations.
Contract personnel provide software application development and support;
business application and project consulting; telecommunications services;
and computer and networking services. The use of these services maximizes
the effectiveness of staff resources in the Information Services Division
(ISD) This approach also ensures the timely completion of City
information projects and reduces interruptions to the computer
infrastructure system.
These agreements provide highly skilled technology contractors who are
essential in providing specialized assistance to City departments in the
design, development and implementation of the City's information
management systems. They support over 2,000 plus end-users; three each
Enterprise client/server-based and web-based business systems; the City's
wide area network including the connection to the Internet; eleven
department local area networks; 165 servers in two data centers (the City
Hall data center and the SAPD data center) with over 65 terabytes of data
capacity; and 200 managed network switches/firewalls/routers and over 50
high speed data circuits supporting 38 City operating locations. Software
25J-1
Agreements For Temporary Consulting
Services For Information Technology
September 08, 2009
Page 2
applications developed and supported by these contractors included the
Santa Ana Property Information Network (SAPIN), the Business License/Tax
System, Municipal Utility System, and several other revenue related
systems. The contractors are supporting the Financial Enterprise Resource
Planning Project.
For the Santa Ana Police Department (SAPD) and Santa Ana Jail (SAJ),
contractors support mission-critical systems such as the Computer Aided
Dispatch, the Jail Management System, Arrest and Booking system, Inmate
Search and Reporting system, Case Management system, Police Intranet
system, wireless data communications for 175 patrol vehicles, California
Law Enforcement Telecommunication system (CLETS) access, PD and Jail Email
system, Evidence wireless systems, Daily Roll-call system, and 100 other
systems which are critical to the daily operations of the Police and Jail
departments. Homeland Security technologies such as the PD Emergency
Department Operations Center (DOC), Web based Emergency Operations Center
(WebEOC), and Mobile Command Post network systems are supported and
maintained by technical contractors. Contractors also help support 3
additional PD substations by managing network systems which provide 185
field officers and investigators access to systems located at the main
station. SAPD is using several of these temporary contractors to enhance
the Police field reporting system under grant funding. Additionally,
technical contracts are instrumental in the implementation of new
technologies such as In-Field Fingerprint systems, Patrol wireless ad-hoc
wireless system, Homeland Security Mobile Command Post satellite
communications system, SAPD/SAJ enterprise Wiki system, Crime Analysis
"CrimeView" Web system, "Citizen Observer" community notification system,
and more into the organization.
Additionally, under a cost reimbursement basis, technical contractors
engineered, developed, maintain, and hosts the County-wide network and
computing environment for Coplink, which is the Integrated Law & Justice
Agency for Orange County (ILJAOC) web-based information sharing and crime
analysis system that connects all 29 of Orange County's public law
enforcements agencies with other law enforcement agencies throughout
southern California, southwest and pacific northwest regions. Without
these dedicated and talented professionals, the City information
technology infrastructure and operating systems could not function.
For the Community Development Agency in City Hall and four remote
locations, the contractors support approximately 200 PC's, provide system
administration for application and data base servers, develop and maintain
custom software for Lease Database tracking, JTA, a Parking Database,
YARDI, Affordable Housing Database tracking, and a Rehab Database, Budget
Database.
25J-2
Agreements For Temporary Consulting
Services For Information Technology
September 08, 2009
Page 3
A Request for Proposal (RFP) for Temporary Technical Contract Service and
Consulting Services was issued by ISD in March 2007. Twelve proposals were
evaluated and the top four vendors were identified. On June 18, 2007,
Council approved agreements with these four vendors for a one-year period,
with the option of four renewal terms. During the past 24 months, the
vendors have provided excellent service and support to the City.
Under these agreements, temporary contractors in various technology
specialties are engaged on an as needed basis to support City business
operations. These engagements greatly differ in duration. This results in a
varying rate in the use of the approved funding. Rather than return to the
Council at the end of a specific term of one year, staff requests that the
term be recognized as the duration until approved funds are fully expended.
In September 2008, Council appropriated $3,590,000 which staff estimates
will provide services into October 2009, at which time the additional
funding will be added to the contract to continue services.
Over the term of the agreements with these four vendors, temporary
contractors provided by the vendors to the City have directly contributed
to the implementation of over 11 new or enhanced City business systems
including: the Lawson ERP system, wireless data communications for public
safety, the Teen Center for the Library, and the SAY Youth Employment
Program 2009. These systems have employed 40+ new servers, 51 terabytes of
network based storage, several network switches and dozens of PC
workstations, and converted 175 patrol cars to use the City's secure
wireless data communications network as their primary connection to
Dispatch. The support workload related to these new systems is being
achieved through the use of enhanced technologies driven by the contractors
and the total compensation in the recommended contract amendments does not
reflect any increase.
FISCAL IMPACT
Funds are available
Services accounts
6291/10910143-62300,
62300, 109-700-6291/:
6291/08209054-62300,
62300).
in various Technology Plan, Other Contractual
(accounts 109-200-6291/10910142-62300, 109-300-
109-400-6291/10910144-62300, 109-600-6291/10910146-
L0910147-62300, 11-338-6291/01114425-62300, 82-178-
80-180-6291/08009051-62300, 570-935-6291/57018843-
APPROVED AS TO FUNDS AND ACCOUNTS:
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Francisco Gutierrez
Executive Director
Finance & Management Services Agency
25J-3
SECOND AMENDMENT TO AGREEMENT
THIS SECOND AMENDMENT TO AGREEMENT, is entered into on September 8,
2009, by and between CONCORDE CONSULTING, INC, a California corporation
(hereinafter "Consultant"), and the City of Santa Ana, a charter city and municipal
corporation organized and existing under the Constitution and laws of the State of
California (hereinafter "City").
RECITALS:
A. The parties entered into Agreement # A-2007-144, dated June 18, 2007, (hereinafter
"said Agreement") by which Consultant has provided temporary technical personnel
to assist the City's Information Technology department with various projects and on a
consulting basis.
B. The parties executed an Amendment dated October 6, 2008, by which the term was
extended and compensation added to pay for services during the extended term.
C. In accordance with the terms and conditions of said Agreement, the parties wish to
again extend the term of said Agreement and increase compensation to pay for
services during the extended term.
WHEREFORE, in consideration of the covenants contained in said Agreement, and
subject to all the terms and conditions of said Agreement, except those amended in this
Second Amendment to Agreement, the parties agree as follows:
Section 3, "Term", shall be deleted in its entirety and replaced with the following:
"The term of said Agreement shall commence July 1, 2007 and terminate on
expenditure of allocated funds, unless earlier terminated in accordance with
Section 13, below. The City shall have the option, at City's discretion, to renew
this Agreement for up to two (2) additional one-year periods."
2. Section 4, "Compensation, shall be amended to increase total compensation by
$3,590,000.00, to pay for additional services provided during the extended term of said
Agreement. Said Section 4, shall read in full as follows:
"a. The City agrees to pay, and Consultant agrees to accept as total payment for
its services pursuant to this Agreement, the rates and charges set forth in Vendor's
Cost Proposal, attached to said Agreement as Exhibit B. Total compensation,
payable to any or all vendors for Temporary Technical Contract Service
Personnel, collectively, shall be increased by $3,590,000 to pay for services
during the extended term. Said total compensation shall be allocated among the
Vendors selected by the City, at the City's sole discretion.
b. Payment by City shall be made within thirty (30) days following receipt of
proper invoice evidencing work performed and/or products purchased, subject to
25J-4
City accounting procedures. Payment need not be made for work that fails to meet
the standards of performance set forth in the Recitals which may reasonably be
expected by City."
3. Except as hereinabove modified, all terms and conditions of said Agreement shall
remain in full force and effect.
IN WITNESS WHEREOF, the parties hereto have executed this Second Amendment to
Agreement on the date and year first written above.
ATTEST:
MARIA D. HUIZAR
Clerk of the Council
APPROVED AS TO FORM:
JOSEPH W. FLETCHER
City Attorney
By:
Laura Sheedy
Assistant City Attorney
CITY OF SANTA ANA
DAVID N. REAM
City Manager
CONCORDE CONSULTING, INC.
(NAME)
(Title)
25J-5
SECOND AMENDMENT TO AGREEMENT
THIS SECOND AMENDMENT TO AGREEMENT, is entered into on September 8,
2009, by and between SOFTMASTER, INC., a California corporation (hereinafter
"Consultant"), and the City of Santa Ana, a charter city and municipal corporation
organized and existing under the Constitution and laws of the State of California
(hereinafter "City").
RECITALS:
A. The parties entered into Agreement # A-2007-145, dated June 18, 2007, (hereinafter
"said Agreement") by which Consultant has provided temporary technical personnel
to assist the City's Information Technology department with various projects and on a
consulting basis.
B. The parties executed an Amendment dated October 6, 2008, by which the term was
extended and compensation added to pay for services during the extended term.
C. In accordance with the terms and conditions of said Agreement, the parties wish to
again extend the term of said Agreement and increase compensation to pay for
services during the extended term.
WHEREFORE, in consideration of the covenants contained in said Agreement, and
subject to all the terms and conditions of said Agreement, except those amended in this
Second Amendment to Agreement, the parties agree as follows:
1. Section 3, "Term", shall be deleted in its entirety and replaced with the following:
"The term of said Agreement shall commence July 1, 2007 and terminate on
expenditure of allocated funds, unless earlier terminated in accordance with
Section 13, below. The City shall have the option, at City's discretion, to renew
this Agreement for up to two (2) additional one-year periods."
2. Section 4, "Compensation, shall be amended to increase total compensation by
$3,590,000.00, to pay for additional services provided during the extended term of said
Agreement. Said Section 4, shall read in full as follows:
"a. The City agrees to pay, and Consultant agrees to accept as total payment for
its services pursuant to this Agreement, the rates and charges set forth in Vendor's
Cost Proposal, attached to said Agreement as Exhibit B. Total compensation,
payable to any or all vendors for Temporary Technical Contract Service
Personnel, collectively, shall be increased by $3,590,000 to pay for services
during the extended term. Said total compensation shall be allocated among the
Vendors selected by the City, at the City's sole discretion.
b. Payment by City shall be made within thirty (30) days following receipt of
proper invoice evidencing work performed and/or products purchased, subject to
25J-6
City accounting procedures. Payment need not be made for work that fails to meet
the standards of performance set forth in the Recitals which may reasonably be
expected by City."
3. Except as hereinabove modified, all terms and conditions of said Agreement shall
remain in full force and effect.
IN WITNESS WHEREOF, the parties hereto have executed this Second Amendment to
Agreement on the date and year first written above.
ATTEST:
MARIA D. HUIZAR
Clerk of the Council
APPROVED AS TO FORM:
JOSEPH W.FLETCHER
City Attorney
By:
Laura Sheedy
Assistant City Attorney
CITY OF SANTA ANA
DAVID N. REAM
City Manager
SOFTMASTER, INC.
(NAME)
(Title)
25J-7
SECOND AMENDMENT TO AGREEMENT
THIS SECOND AMENDMENT TO AGREEMENT, is entered into on September 8,
2009, by and between THE COMDYN GROUP, INC„ a California corporation
(hereinafter "Consultant"), and the City of Santa Ana, a charter city and municipal
corporation organized and existing under the Constitution and laws of the State of
California (hereinafter "City").
RECITALS:
A. The parties entered into Agreement # A-2007-147, dated June 18, 2007, (hereinafter
"said Agreement") by which Consultant has provided temporary technical personnel
to assist the City's Information Technology department with various projects and on a
consulting basis.
B. The parties executed an Amendment dated October 6, 2008, by which the term was
extended and compensation added to pay for services during the extended term.
C. In accordance with the terms and conditions of said Agreement, the parties wish to
again extend the term of said Agreement and increase compensation to pay for
services during the extended term.
WHEREFORE, in consideration of the covenants contained in said Agreement, and
subject to all the terms and conditions of said Agreement, except those amended in this
Second Amendment to Agreement, the parties agree as follows:
Section 1, "Scope of Services", shall be amended to amend Section 6.27 of Exhibit
A-l, "Work Week/Hours and Conditions", to read as follows:
The official City workweek is a schedule of Monday through Friday (five days)
Contractor normal working hours are usually 8:00 a.m. to 5:00 p.m., Monday
through Friday with one (1) unpaid hour for lunch. (See Section 6.13 for related
instructions on overtime and holidays.) City reserves the right to request
Vendor's personnel to provide services on schedules less than full work days
and/or work weeks. Any reduction in a currently filled work schedule will be
identified by City with five (5) work day advance notice.
Some assignments will require Vendor's Personnel to work with City departments
which operate under alternative work schedules. Vendor's assigned personnel
will be expected to adopt such work schedules. Occasionally apart-time
assignment is required for which a work schedule will be identified in advance.
Work will be performed at City offices. Many City departments have operating
locations throughout the City. Vendor's personnel may expect to work at any or
all of these locations as needed by the assignment.
25J-8
Temporary personnel will be required to follow the standard operating procedures
of the Information Services Division and any other special procedures of the
internal City customers being serviced during the engagement. The City will
specify a time for the temporary employee's arrival at the job location. Time will
start upon the temporary employee's arrival at the job station and end when the
em Ip oyee they leaves the job station at the end of the specified workday."
2. Section 3, "Term", shall be deleted in its entirety and replaced with the following:
"The term of said Agreement shall commence July 1, 2007 and terminate on
expenditure of allocated funds, unless earlier terminated in accordance with
Section 13, below. The City shall have the option, at City's discretion, to renew
this Agreement for up to two (2) additional one-year periods."
3. Section 4, "Compensation, shall be amended to increase total compensation by
$3,590,000.00, to pay for additional services provided during the extended term of said
Agreement. Said Section 4, shall read in full as follows:
"a. The City agrees to pay, and Consultant agrees to accept as total payment for
its services pursuant to this Agreement, the rates and charges set forth in Vendor's
Cost Proposal, attached to said Agreement as Exhibit B. Total compensation,
payable to any or all vendors for Temporary Technical Contract Service
Personnel, collectively, shall be increased by $3,590,000 to pay for services
during the extended term. Said total compensation shall be allocated among the
Vendors selected by the City, at the City's sole discretion.
b. Payment by City shall be made within thirty (30) days following receipt of
proper invoice evidencing work performed and/or products purchased, subject to
City accounting procedures. Payment need not be made for work that fails to meet
the standards of performance set forth in the Recitals which may reasonably be
expected by City."
4. Except as hereinabove modified, all terms and conditions of said Agreement shall
remain in full force and effect.
///
///
///
25J-9
IN WITNESS WHEREOF, the parties hereto have executed this Second Amendment to
Agreement on the date and year first written above.
ATTEST:
CITY OF SANTA ANA
MARIA D. HUIZAR
Clerk of the Council
DAVID N. REAM
City Manager
APPROVED AS TO FORM:
JOSEPH W.FLETCHER
City Attorney
By:
Laura Sheedy
Assistant City Attorney
THE COMDYN GROUP, INC.
(NAME)
(Title)
25J-10
SECOND AMENDMENT TO AGREEMENT
THIS SECOND AMENDMENT TO AGREEMENT, is entered into on September 8,
2009, by and between TELFORDS, a partnership (hereinafter "Consultant"), and the City
of Santa Ana, a charter city and municipal corporation organized and existing under the
Constitution and laws of the State of California (hereinafter "City").
RECITALS:
A. The parties entered into Agreement # A-2007-146, dated June 18, 2007, (hereinafter
"said Agreement") by which Consultant has provided temporary technical personnel
to assist the City's Information Technology department with various projects and on a
consulting basis.
B. The parties executed an Amendment dated October 6, 2008, by which the term was
extended and compensation added to pay for services during the extended term.
C. In accordance with the terms and conditions of said Agreement, the parties wish to
again extend the term of said Agreement and increase compensation to pay for
services during the extended term.
WHEREFORE, in consideration of the covenants contained in said Agreement, and
subject to all the terms and conditions of said Agreement, except those amended in this
Second Amendment to Agreement, the parties agree as follows:
Section 3, "Term", shall be deleted in its entirety and replaced with the following:
"The term of said Agreement shall commence July 1, 2007 and terminate on
expenditure of allocated funds, unless earlier terminated in accordance with
Section 13, below. The City shall have the option, at City's discretion, to renew
this Agreement for up to two (2) additional one-year periods."
2. Section 4, "Compensation, shall be amended to increase total compensation by
$3,590,000.00, to pay for additional services provided during the extended term of said
Agreement. Said Section 4, shall read in full as follows:
"a. The City agrees to pay, and Consultant agrees to accept as total payment for
its services pursuant to this Agreement, the rates and charges set forth in Vendor's
Cost Proposal, attached to said Agreement as Exhibit B. Total compensation,
payable to any or all vendors for Temporary Technical Contract Service
Personnel, collectively, shall be increased by $3,590,000 to pay for services
during the extended term. Said total compensation shall be allocated among the
Vendors selected by the City, at the City's sole discretion.
b. Payment by City shall be made within thirty (30) days following receipt of
proper invoice evidencing work performed and/or products purchased, subject to
City accounting procedures. Payment need not be made for work that fails to meet
25J-11
the standards of performance set forth in the Recitals which may reasonably be
expected by City."
3. Except as hereinabove modified, all terms and conditions of said Agreement shall
remain in full force and effect.
IN WITNESS WHEREOF, the parties hereto have executed this Second Amendment to
Agreement on the date and year first written above.
CITY OF SANTA ANA
ATTEST:
MARIA D. HUIZAR
Clerk of the Council
APPROVED AS TO FORM:
JOSEPH W.FLETCHER
City Attorney
By:
Laura Sheedy
Assistant City Attorney
DAVID N. REAM
City Manager
TELFORDS
(NAME)
(Title)
25J-12