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Home My WebLink About25C - AGMT - CONSULTING SRVS ITREQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: MARCH 04, 2014 TITLE AGREEMENTS FOR TEMPORARY CONSULTING SERVICES FOR INFORMATION TECHNOLOGY CITY MANAGER • • CLERK OF COUNCIL USE ONLY: •C• s, ❑ As Recommended ❑ As Amended ❑ Ordinance on1�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 compensation by $1,700,000 and extending the term for a six month term or until the funds are expended, with an option for an additional six month term under the same terms and conditions including compensation, exercisable by the City Manager, with the following vendors: Concorde Consulting, Inc. SoftMaster, Inc. The Comdyn Group, Inc. Telfords DISCUSSION The use of temporary information technology contractors and consultants continues to be an essential approach to the support of City operations. Contract technology 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. The City adopted the practice of utilizing temporary information technology contractors and consultants as it prepared its computer systems and infrastructure for impact of the Year 2000. During the following years, the use of computer systems and other technologies in support of City operations rapidly expanded throughout all Agencies and Departments in the City. At the same 25C -1 Agreements For Temporary Consulting Services For Information Technology March 04, 2014 Page 2 time the rate of the complexity and innovation of information technology greatly increased while the lifecycle of technology products and systems continued to shrink. All these pressures created the need for skilled and experienced technology staff faster than the organic technical staff could train or gain know -how. Temporary information technology contractors and consultants served as critical assets to bridge the technology knowledge gap. Temporary information technology contractors and consultants support over 1,750 fulltime, part time, contract end -users and public visitors; three each Enterprise client /server -based and web - based business systems; the City's wide area network including the connection to the Internet; ten department local area networks; 200 servers in two data centers (the City Hall data center and the SAPID data center) with over 100 terabytes of data capacity; and 200 managed network switch es/fi rewa I Is/ro uters and over 50 high speed data circuits supporting 39 City operating locations. Software applications developed and /or supported by these contractors include the Financial Enterprise Resource Planning System, Santa Ana Property Information Network (SAPIN), the Business License/Tax System, Municipal Utility System, and several other revenue related systems. The City's Mobility Technology Initiative is being lead, designed, engineered, and implemented by information technology contractors with experience in these leading edge technologies. 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 150 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 two additional PD substations by managing network systems which provide all field officers and investigators access to systems located at the main station. SAPID is using several technology 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. 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 or until the approved funds were expended —which ever was later. Approval also included 25C -2 Agreements For Temporary Consulting Services For Information Technology March 04, 2014 Page 3 the option of renewal periods under the same terms. During the period of these agreement terms, these vendors have provided excellent service, support and value to the City. The City is in the midst of its comprehensive process to develop a City strategic plan. This will include a separate information technology strategic plan. This plan will be based on a comprehensive assessment and analysis of exiting City technology systems and capabilities, organizational roles and responsibilities for technology services, and governance. Recommendations will rely heavily on how best to achieve the goals and objectives of the City strategic plan. In order to avoid long term contractual obligations for technology services which may not be in alignment with the recommendations of the coming information technology strategic plan, staff recommends the agreements for temporary consulting services for information technology be renewed with increasing compensation $1,700,000 for an additional period of six months or until the funds are expended with the four vendors. An option to extend an additional six month term under the same terms and conditions, including compensation, up to an additional $1,700,000, exercisable by the City Manager is also recommended to ensure adequate time to implement any staffing recommendations in the information technology strategic plan. FISCAL IMPACT Funds are available in various Technology Plan, Other Contractual Services accounts (accounts 10910142 - 62300, 10910143 - 62300, 10910144 - 62300, 10910147 - 62300) in FY 2013 -14. Funds for the duration of the agreement are also included in the adopted FY 2014 -2015 budget. APPROVED AS TO FUNDS AND ACCOUNTS: Ir nsnZ4l51 r-" Francisco Gutierrez Executive Director Finance & Management Services Agency 5P 25C -3 25C -4 FIFTH AMENDMENT TO AGREEMENT THIS FIFTH AMENDMENT TO AGREEMENT, is entered into on March 4, 2014, 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 Amendments dated October 6, 2008, September 8, 2009, December 20, 2010, and September 4, 2012, 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 provide 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 Fifth Amendment to Agreement, the parties agree as follows: /// 1. Section 3, TERM, shall be deleted in its entirety and replaced with the following: "The teen of said Agreement shall commence July 1, 2007 and terminate on the later of September 30, 2014, or the expenditure of allocated funds, unless earlier terminated in accordance with Section 13, below. The City Manager is authorized to extend the term of said Agreement for one additional six -month period. Said extension shall be on the terms and conditions set forth in said Agreement, and may provide for additional compensation as set forth below." 2. Section 4, "COMPENSATION ", shall be amended to increase total compensation by $1,700,000.00, to pay for additional services provided during the extended term of said Agreement. Said total compensation shall be allocated among all Consultants selected by the City, at the City's sole discretion. The City Manager, in exercising the option to extend the term as set forth above, may increase compensation by up to an additional $1,700,000.00." 3, Except as hereinabove modified, all terms and conditions of said Agreement shalt remain in full force and effect. 25C -5 IN WITNESS WI-IFREOF, the parties hereto have executed this Fifth Amendment to Agreement on the date and year first written above. ATTEST: MARIA D. IIUIZAR Clerk of the Council APPROVED AS TO FORM: sy ) o a Laura Sheedy Assistant City Attorney CITY OF SANTA ANA DAVID CAVAZOS City Manager CONCORDE CONSULTING, INC. (NAME) (Title) 25C -6 FTT TH AMENDMENT TO AGREEMENT THIS FIFTH AMENDMENT TO AGREEMENT, is entered into on March 4, 2014, 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 Amendments dated October 6, 2008, September 8, 2009, December 20, 2010, and September 4, 2012, 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 provide 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 Fifth Amendment to Agreement, the parties agree as follows: I!I 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 the later of September 30, 2014, or the expenditure of allocated funds, unless earlier term mated in accordance with Section 13, below. The City Manager is authorized to extend the term of said Agreement for one additional six -month period. Said extension shalt be on the terms and conditions set forth in said Agreement, and may provide for additional compensation as set forth below." 1 Section 4, "COMPENSATION ", shall be amended to increase total compensation by $1,700,000.00, to pay for additional services provided during the extended term of said Agreement. Said total compensation shall be allocated among all Consultants selected by the City, at the City's sole discretion. The City Manager, in exercising the option to extend the terns as set forth above, may increase compensation by up to an additional $1,700,000.00." 3. Except as hereinabove modified, all terms and conditions of said Agreement shall remain in full force and effect. 25C -7 IN WITNESS WHEREOF, the parties hereto have executed this Fifth Amendment to Agreement on the date and year first written above. ATTEST: MARIA D. HUIZAR Cleric of the Council APPROVED AS TO FORM: By: Laura Sheedy Assistant City Attorney CITY OF SANTA ANA DAVID CAVAZOS City Manager SOFTMASTER (NAME) (Title) 25C -8 I IFTH AMENDMENT TO AGREEMENT THIS FIFTH AMENDMENT TO AGREEMENT, is entered into on March 4, 2014, 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 Amendments dated October 6, 2008, September 8, 2009, December 20, 2010, and September 4, 2012, by which the term was extended and compensation added to pay for services during the extended term. C. In accordance with the terns and conditions of said Agreement, the parties wish to again extend the term of said Agreement and provide compensation to pay for services during the extended term. VTHEREFORE, 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 Fifth 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 the later of September 30, 2014, or the expenditure of allocated funds, unless earlier terminated in accordance with Section 13, below. The City Manager is authorized to extend the term of said Agreement for one additional six -month period. Said extension shall be on the terms and conditions set forth in said Agreement, and may provide for additional compensation as set forth below." Section 4, "COMPENSATION ", shall be amended to increase total compensation by $1,700,000.00, to pay for additional services provided during the extended term of said Agreement. Said total compensation shall be allocated among all Consultants selected by the City, at the City's sole discretion. The City Manager, in exercising the option to extend the term as set forth above, may increase compensation by up to an additional $1,700,000.00. 3. Except as hereinabove modified, all terms and conditions of said Agreement shall remain in full force and effect. 25C -9 IN WITNESS WHEREOF, the parties hereto have executed this Fifth Amendment to Agreement on the date and year first written above. ATTEST: MARIA D. IIUIZAR Clerk of the Council APPROVED AS TO FORM'. Lai La a Sheedy Assistant City Attorney CITY OF SANTA ANA DAVID CAVAZOS City Manager THE COMDYN GROUP (NAME) ('Title) 25C -10 FIFTH AMENDMENT TO AGREEMENT THIS FIFTH AMENDMENT TO AGREEMENT, is entered into on March 4, 2014, 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 Amendments dated October 6, 2008, September 8, 2009, December 20, 2010, and September 4, 2012, 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 provide 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 Fifth 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 the later of September 30, 2014, or the expenditure of allocated funds, unless earlier terminated in accordance with Section 13, below. The City Manager is authorized to extend the term of said Agreement for one additional six -month period. Said extension shall be on the terms and conditions set forth in said Agreement, and may provide for additional compensation as set forth below." 2. Section 4, "COMPENSATION ", shall be amended to increase total compensation by $1,700,000.00, to pay for additional services provided during the extended term of said Agreement. Said total compensation shall be allocated among all Consultants selected by the City, at the City's sole discretion. The City Manager, in exercising the option to extend the term as set forth above, may increase compensation by up to an additional $1,700,000.00." 3. Except as hereinabove modified, all terms and conditions of said Agreement shall remain in full force and effect. 25C -11 IN WITNESS WHEREOF, the parties hereto have executed this Fifth Amendment to Agreement on the date and year first written above. ATTEST: MARIA D. HUIZAR Clerk of the Council APPROVED AS TO FORM: 7 By: Cutts. 1 Laufa Sheedy Assistant City Attorney CITY OF SANTA ANA DAVID CAVAZOS City Manager TELFORDS (NAME) (Title) 25C -12