HomeMy WebLinkAbout25C - SYS MAINTENANCE SRVS FOR DATA CENTERREQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE:
JANUARY 4, 2011
TITLE:
AGREEMENT WITH SYSTEMS
MAINTENANCE SERVICES FOR DATA
CENTER MAINTENANCE & SUPPORT
SERVICES
CITY ANAGER
RECOMMENDED ACTION
CLERK OF COUNCIL USE ONLY:
APPROVED
? As Recommended
? As Amended
? Ordinance on 1s' Reading
? Ordinance on 2nd Reading
? Implementing Resolution
? Set Public Hearing For_
CONTINUED TO
FILE NUMBER
Authorize the City Manager and Clerk of the Council to execute an amendment to the agreement with
Systems Maintenance Services and exercise an option for the second one-year extension to the
existing agreement in an amount not to exceed $150,000 per year, for data center maintenance and
support services, subject to non-substantive changes made by the City Manager and City Attorney.
DISCUSSION
System maintenance and support services for the City Data Center and the Police Data Center are
needed to provide repair and preventive maintenance on server class computers, tape libraries,
storage devices and other related equipment. Some 200 pieces of equipment are covered under the
current agreement. This computer equipment runs all Santa Ana Police Department computerized
systems including: computer aided dispatch, records management, jail management, crime scene
investigation, special analysis, etc. The City Hall Data Center hosts the payroll system, Lawson
financial system, utility billing system, business tax system, Santa Ana Property Information (SAPIN)
system, the City web site, City electronic mail system, and many departmental systems for City
Agencies.
A Request for Proposal (RFP) for "Data Center Maintenance and Support Services" was issued in
June 2006 and advertised. Nine firms were proactively sent the RFP. A total of five proposal
responses were received and evaluated by a team of specialists from the Information Services
Division. Based on the recommendation of the evaluation team, the City Council approved a three-
year agreement with Systems Maintenance Services (SMS) for required data center maintenance
and support services. The term of this agreement commenced on February 1, 2007 and expired on
January 31, 2010. One-year extension to the agreement was exercised that will expire January 31,
2011.
25C-1
Agreement Renewal for
Data Center Maintenance & Support Services
January 4, 2011
Page 2
Systems Maintenance Services (SMS) has provided excellent maintenance and service during its
Agreement with the City. The staff of the Information Services Division recommends extending the
current agreement for a one-year period to expire January 31, 2012. This will be the second
amendment to the agreement.
FISCAL IMPACT
Funds are budgeted and are available in the Technology Plan account (10910147-62300).
APPROVED AS TO FUNDS AND ACCOUNTS
An 't 2j,
Francisco Gutierrez
Executive Director
Finance & Management Services Agency
25C-2
EXTENSION OF
MAINTENANCE AGREEMENT
THIS EXTENSION OF MAINTENANCE AGREEMENT is entered into this day
of 2011, by and between Systems Maintenance Services, Inc. ("SMS") and the
City of Santa Ana ("City").
RECITALS:
A. The parties entered into Agreement a-2007-061, dated March 19, 2007, (hereinafter "said
Agreement") by which SMS has provided maintenance and repair of server-class computers
and related equipment for the City.
B. The term of the Agreement was three (3) years, with an option to extend for two (2)
additional one- year periods. The parties hereto desire to exercise the option to extend the
Agreement for the second one-year term.
WHEREFORE, in consideration of the covenants contained in the Agreement, and subject to all
the terms and conditions of the Agreement, except those amended in this Extension of
Agreement, the parties agree as follows:
Section 3, "Term" of the Agreement, shall be extended through January 31, 2012.
2. Section 4, `Compensation' shall be amended to increase compensation $150,000, to pay for
services during the extended term from February 1, 2011 through January 31, 2012.
3. All other terms and conditions of the Agreement shall remain in effect and unchanged.
IN WITNESS WHEREOF, the parties hereto have executed this Extension of Maintenance
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
SYSTEMS MAINENANCE
SERVICES, INC.
(NAME)
(Title) _
25C-3
25C-4