REPORT TO THE CITY COUNCIL
FROM: BRYON HORN, Director
Information Services Department
BY: FRANK D. VAWTER, Assistant Director
Information Services Department
SUBJECT
Title
Approve the award of three requirement contracts for on-call technology support services, hardware and software configuration, for three years with three optional one-year extensions in a total aggregate amount not to exceed $500,000 per year to (RFP# 12301308):
1. AMS.NET Inc., of Livermore, California
2. ConvergeOne Inc., of San Francisco, California
3. 22nd Century Technologies Inc., of Los Angeles, California
Body
RECOMMENDATION
Staff recommends the Council approve the Request For Proposals (RFP) Selection Committee’s selection of three proposers who have responded to Requirements Contract RFP 12301308 - Technology Support Services - Hardware and Software Configuration. Under the terms of the RFP, the Information Services Department (ISD) seeks to award requirements contracts to multiple selected proposers. The contracts will be for an initial period of three years with three optional one-year extensions. The approval of these proposals does not immediately award any business to these proposers, it grants ISD the spending authority to procure the services bid, up to the not to exceed amount of $500,000.00 per year, across all awarded proposers.
EXECUTIVE SUMMARY
ISD is responsible for the City’s technology operations, this means 24x7x365 support, managing ongoing operations, technology change management, and the execution of projects to support operations, and implement new features and services. In an effort to improve ISD’s ability to deliver the secure, reliable, and robust services, on which broader City services rely, ISD is seeking to secure requirements contracts from vendors vetted by our RFP Selection Committee. It is ISD’s objective to use these vendors to provide assistance in the services areas outlined below. ISD seeks the use of these services to aid with the work described above. ISD is seeking Council approval for the identified proposers and annual spending authority not to exceed the requested amount of $500,000 per year for all three vendors.
BACKGROUND
ISD is responsible for the City’s technology operations, this means 24x7x365 support, managing ongoing operations, technology change management, and the execution of projects to support operations and implement new features and services. ISD doesn’t always have immediate access to needed skills and resources to perform the above. In these instances, ISD must go out to bid for these services. Often this results in project delays, or the heavy leveraging existing staffers, possibly creating an unsustainable workload for our staff. As a way to minimize both of the above scenarios and still work within purchasing guidelines, ISD seeks to establish requirements contracts for services that we need, or foresee needing, during the time period for which the contracts will be awarded. We believe this will improve our effectiveness in supporting ongoing operations and delivering on technology projects.
In creating the requirements contract RFP, ISD examined the areas where it currently and will most likely require assistance. ISD then sought responses from bidders to provide the identified hardware and software services in the area listed below:
• Configuration and Professional Support - Provide professional services for the planning, engineering, configuration, implementation, migration, and support of, and related services.
The following are the services areas where ISD has identified the current or potential future need for assistance.
• Exchange
• VMWare
• SQL
• Audio, Video, and Video Conferencing Systems
• Network Switches
• Routers, firewalls, wireless networking controllers, and other network management components.
• Licensed and Unlicensed radio base stations / Land Mobile Radio
• Microwave communication systems
• Enterprise-grade phone systems and related components
• Network-attached storage systems
• Enterprise-grade server systems
• Video surveillance systems
• Access Control Systems
• Project Management
• Misc. administrative costs
Proposers were asked to submit proposals on all the areas where they could provide services. The RFP Selection Committee reviewed the offerings and the vendor qualifications; further details are available in the Committee Evaluation Report.
ENVIRONMENTAL FINDINGS
As defined by the California Environmental Quality Act Guidelines Section 15378, this item does not qualify as a project.
LOCAL PREFERENCE
Local preference was not implemented because selection was based on the most qualified responders.
FISCAL IMPACT
There is no fiscal impact from awarding these requirements contracts, only the creation of spending authority. Funds for these contracts will come from appropriations From ISD’s, or other departments budgets.
Attachment:
Signed Bid Evaluation