Item No. 6
Town of Atherton
CITY COUNCIL STAFF REPORT – CONSENT AGENDA
TO: HONORABLE MAYOR AND CITY COUNCIL
GEORGE RODERICKS, CITY MANAGER
FROM: ANTHONY SUBER, DEPUTY CITY MANAGER/ CITY CLERK
DATE: JUNE 18, 2025
SUBJECT: APPROVE A PROFESSIONAL SERVICES AGREEMENT FOR
INFORMATION TECHNOLOGY AND GEOGRAPHIC
INFORMATION SYSTEMS (GIS) SERVICES
RECOMMENDATION
It is recommended that the Council approve a Professional Services Agreement for Information Technology Services to Infinity Technologies: direct the City Attorney to prepare the Agreement:
and authorize the City Manager to execute the Agreement on behalf of the Town.
BACKGROUND
Infinity Technologies has served as the Town’s IT and GIS vendor since 2021 when they were assigned the contract from Interwest Building Services after the firm divested their IT business line. Infinity provides services across a range of critical functions. Per the proposal (Attachment 1) submitted, for Fiscal Year 2025–26, the firm has committed to a robust service schedule that includes on-site support four (4) days per week (32 hours) and unlimited remote help desk coverage 24x7x365.
The Town’s partnership with Infinity Technologies has encompassed core IT operations such as help desk troubleshooting, server and network administration, cybersecurity protection, disaster recovery planning, hardware and software asset tracking, and application/database support. On the GIS front, Infinity provides on-demand data development, mapping, ArcGIS Online management, and staff training as needed.
The flat-fee pricing model of $14,620 per month ($175,440 annually) covers comprehensive IT support services, while GIS tasks are performed on a time-and-materials basis. This is an increase from a flat fee of $13,600 per month. There have been no adjustments in the last 2 years.
Professional Services Agreement for IT & GIS
JUNE 18, 2025
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ANALYSIS
The scope and scale of Infinity Technologies’ work are both extensive and specialized, reflecting an integrated approach to maintaining and improving the Town’s technology infrastructure. Key achievements and support outcomes include:
• Help Desk Responsiveness: Infinity’s proposal includes service level agreement (SLA) targets for responsiveness, with top-priority issues receiving a response within 15 minutes.
Town staff benefit from streamlined access to troubleshooting support, account provisioning, and meeting technology setup.
• Server and Network Reliability: Through regular maintenance and monitoring, the Town’s server systems have operated with minimal unscheduled downtime. Their work optimizing LAN/WAN configurations and monitoring network health has preserved service continuity.
• Cybersecurity and Continuity Planning: The provider’s layered security approach— including firewall policy enforcement, vulnerability scanning, and DR testing—continues to bolster the Town’s cyber resilience and ensure compliance with state and federal IT regulations.
• Business Systems Support: Infinity’s support for third-party software integrations (e.g., Exchange, Shortel Systems) and GIS platforms has helped maintain operational reliability across departments, while also easing the learning curve for Town staff through technical guidance and user training.
• Proactive Capacity and Performance Management: Regular performance assessments and resource usage monitoring have allowed the Town to anticipate system upgrades and justify future IT investments more strategically. As an example, the Town is considering a phone system conversion, public wi-fi at Holbrook-Palmer Park, and routine system and equipment maintenance to prevent failures.
• Special Projects: Support in developing and managing campus Wi-Fi, conversion of the website domain to athertonca.gov, developing employee intranet on SharePoint, automating onboarding and other operational needs.
Throughout their engagement, Infinity Technologies has demonstrated technical proficiency, responsiveness, and strategic foresight necessary to support the Towns municipal IT environment.
FISCAL IMPACT
The flat-fee pricing model of $14,620 per month ($175,440 annually) covers comprehensive IT support services, while GIS tasks are performed on a time-and-materials basis. There have been no adjustments over the last two years of the agreement. The proposed contract includes a 7.5% increase, which is an adjustment based on a cumulative CPI increase over the past two years. Staff recommend a one-year contract with an option for a one-year renewal.
GOAL ALIGNMENT
This Report and its contents are in alignment with the following Council Policy Goals:
• Goal D - Be Forward Thinking
Professional Services Agreement for IT & GIS
JUNE 18, 2025
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• Goal C - Maintain Conservative Fiscal Policies and Financial Transparency
POLICY FOCUS
The policy focus for this Staff Report is the evaluation of IT and GIS services and the decision to continue to contract them.
PUBLIC NOTICE
Public notification was achieved by posting the agenda, with this agenda item being listed, at least 72 hours prior to the meeting in print and electronically. Information about the project is also disseminated via the Town’s electronic News Flash and Atherton Online. There are approximately 1,200 subscribers to the Town’s electronic News Flash publications. Subscribers include residents as well as stakeholders –to include, but be not limited to, media outlets, school districts, Menlo Park Fire Protection District, service provides (water, power, and sewer), and regional elected officials.
COMMISSION/COMMITTEE FEEDBACK/REFERRAL
This item has not been before a Town Committee or Commission
ATTACHMENTS
1. Infinity Technologies Proposal FY25-26