HomeMy WebLinkAbout19 - CC-14 - Extension of Existing PSA for Interim IT - 1/7/2014CITY COUNCIL AGENDA REPORT
MEETING DATE: January 7, 2014 ITEM NUMBER:
SUBJECT: EXTENSION OF EXISTING PROFESSIONAL SERVICES AGREEMENTS FOR
INTERIM IT DIRECTOR AND IT CONSULTANT
DATE: DECEMBER 20, 2013
FROM: CHIEF EXECUTIVE OFFICE
PRESENTATION RICHARD FRANCIS, ASSISTANT CHIEF EXECUTIVE OFFICER
BY:
FOR FURTHER INFORMATION CONTACT: MARGARET CHANG (714) 754-5618
RECOMMENDATION:
Staff recommends that the City Council authorize the City CEO to extend the following
existing Professional Services Agreements by approving the following amendments
(Attachments 1 & 2):
1. Amendment One to the contract with NexLevel Information Technology, Inc.
(NexLevel IT) for Interim IT Director, in an amount not to exceed $55,000.00, for
a total contract amount of $104,920.00.
2. Amendment Two to the contract with Scientia Consulting Group, Inc. (Scientia)
for an IT Consultant to assist with technical support functions, in an amount not
to exceed $55,000.00, for a total contract amount of $103,000.00.
BACKGROUND:
NexLevel IT
On October 1, 2013, the City Council approved to establish an Information Technology
Department and an Information Technology Director position. Currently, City staff is
working on a recruitment for an Information Technology (IT) Director. The City is
undergoing various substantial changes that require coordination by the Information
Technology Department, including: CAD -RMS, Mobile Data Computers, broadband
solutions for public safety, and new desktop computers rollout. Therefore, the City
determined there is a need for an Interim IT Director in order to ensure proper
implementation of these projects and ensure that all deadlines are met, while the City
works to select a permanent IT Director.
A Request for Quotes (RFQ) was sent out on Friday, October 18, 2013, for an Interim IT
Director. Three (3) proposals were received. A panel consisting of City staff interviewed
the three (3) proposed candidates. NexLevel IT was selected and entered into a
contract with the City on Wednesday, November 13, 2013, for a total contract amount of
$49,920.00 at a rate of $130/hr.
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The contract amount of $49,920.00 would guarantee that the contract would be in effect
until mid-January. City staff has determined that the Interim IT Director's contract will be
exhausted prior to finishing the recruitment for a permanent IT Director. Therefore, City
staff is requesting that the City Council approve Amendment One (Attachment 1) to
increase the contract amount with NexLevel IT by $55,000.00, to ensure that the Interim
IT Director remains on board thru March 2014 and until an IT Director is selected.
An active recruitment for the permanent IT Director position is under way and Human
Resources is vetting the list of candidates. We will begin interviews for the permanent
position in mid-January and make a selection soon after. The final candidate selected
will need to undergo a background investigation and the appointee should commence
working by the first of March 2014.
RriPntia
The City entered into a contract with Scientia on June 5, 2012, for an IT consultant to
provide desktop, network, and general support services. The terms of the original
contract included a not to exceed amount of $24,000.00 for an IT consultant to work
four (4) hours per day, five (5) days per week. The contract expires when funds are
exhausted.
On November 29, 2013, Amendment One was approved administratively by the City
CEO in order to change the scope of work and contract amount. Amendment One
increased the contract amount by $24,000.00 for a total of $48,000.00 and revised the
daily work hours from four (4) hours to up to eight (8) hours, or as otherwise specified.
The revisions in Amendment One allowed us to increase the hours per day for the
consultant while retaining the consultant for the same time period on the original
contract, 12-14 weeks. Amendment One will expire around the end of January due to
exhaustion of funds.
Currently, IT has three (3) full-time staff on its Computer Operations and Network team
to service the entire City. Therefore, in order to complete all of the projects IT currently
has underway, including the new desktop rollout and CAD/RMS project, extending the
Scientia contract is integral in continuing to provide everyday desktop, network, and
general support services to the City. Amendment Two (Attachment 2) will increase the
contract by $55,000.00 for a total of $103,000.00, which will extend the contract thru
April 2014.
ALTERNATIVES CONSIDERED:
An alternate consideration would be to discontinue these consultant contracts once the
contract amounts are reached. All duties originally assigned to these positions will be
allocated to existing staff for completion. Given the high volume workload of existing
staff, some deadlines may not be met, leading to additional costs in the future.
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FISCAL REVIEW:
Funding for the extensions of the NexLevel IT and Scientia consultant contracts will come
specifically from savings within the $1.7 million approved on February 19, 2013 for the IT
infrastructure upgrades. A budget adjustment for these items will be included in the mid-
year budget report.
LEGAL REVIEW:
No legal review is required for this item.
CONCLUSION:
Staff recommends that the City Council authorize the City CEO to extend the existing
Professional Services Agreements (Attachments 1 & 2) with NexLevel IT and Scientia.
MARGARET CHANG
Management Analyst
STEVEN DUNIVENT
Interim Finance Director
ATTACHMENTS
RICHARD FRANCIS
Assistant Chief Executive Officer
1 Original Professional Services Agreement with NexLevel
Information Technology, Inc.
2 Amendment One to the NexLevel Information Technology,
Inc. Professional Services Agreement
3 Amendment One and Original Professional Services
Agreement with Scientia Consulting Group, Inc.
4 Amendment Two to the Scientia Consulting Group, Inc.
Professional Services Agreement
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