DATE: February 2, 2026
TO: Mayor and Members of the City Council
VIA: Stefan Chatwin, City Manager
FROM: Diane Pitman, Administrative Services Director
Rob Lasky, IT Manager
DEPARTMENT: Administrative Services
SUBJECT: THREE-YEAR AGREEMENT WITH INFO-TECH RESEARCH
GROUP INC. FOR IT RESEARCH AND ADVISORY SERVICES IN
AN AMOUNT NOT TO EXCEED $224,847.06
RECOMMENDATION
It is recommended that the City Council adopt the attached resolution authorizing the Mayor to execute a three-year agreement with Info-Tech Research Group Inc. for IT Research and Advisory services in an amount not to exceed $224,847.06.
EXECUTIVE SUMMARY
Info-Tech Research Group provides comprehensive IT research and advisory services, including IT project templates, contract reviews, vendor negotiation assistance, and onsite workshops. These services will help support the City’s IT initiatives, ensure alignment with industry best practices, and improve operational efficiency and strategic planning. Funding for this agreement has been budgeted within the IT Internal Services Fund for Fiscal Year 2025–2026 and will be requested in the IT budget in subsequent fiscal years.
BACKGROUND/ANALYSIS
Info-Tech Research Group offers a unique subscription-based model that provides unlimited access to IT related project plans, document templates, and analyst support via virtual sessions. This model is cost-effective compared to individually scoped projects and aligns well with the City’s IT Strategic Plan goals.
In February 2025, the City Manager signed a one-year agreement with Info-Tech Research Group for advisory services and assisting the City’s IT Division on their IT Strategic Plan goals. Specifically, Info-Tech has helped the division make significant progress on IT Strategic Plan Goals of updating the Division’s policies and revamping the the City’s IT disaster recovery plan, which lays out workflows and procedures staff would use to recover the City’s data after an incident.
The attached agreement spans three years, and staff plans to continue to leverage Info-Tech IT advisory services to address more IT Strategic Plan goals. Additionally, the attached agreement includes an in-depth 5-day workshop each year. In the first year, staff plans to use the 5-day workshop to build the functional requirements list for the upcoming Financial System RFP. In the second year, the workshop will be used for price negotiations with a new Financial System vendor. The City’s Financial System supports critical functions including Payroll, Accounts Payable, Accounts Receivable, General Ledger, and Utility Billing. Due to its critical nature, the project to replace this software represents a significant and complex undertaking. The vendor’s travel costs for the on-site workshops is not included with the attached agreement. Travel costs will be invoiced separately and will comply with the City’s purchasing requirements.
Info-Tech’s pricing is based on CMAS (California Multiple Award Schedule), allowing local agencies to leverage state-negotiated rates. Info-Tech has also provided a sole- source document (attached) that lays out more details about their subscription and what makes it unique.
Compliance with the City’s purchasing regulations can be found under FCMC
3.04.110(B) and (G), which reference sole source and cooperative purchasing respectively. Compliance with state regulations can be found under Government Code section 19130(b)(3), stating that the contracted services “are of such a highly specialized or technical nature that the necessary expert knowledge, experience, and ability are not available through the civil service system.” California Environmental Quality Act
Not Applicable
FISCAL IMPACT
The total cost for the three-year agreement is $224,847.06, billed annually at $74,949.02 per year. Funding for the first year is available in the IT Internal Services Fund (#504-0160-419-4251) for FY 2025–2026. Funding for subsequent years will be requested during the annual budget process.
Invoice Date Invoice Amount Term Start Date Term End Date Feb 16, 2026 $74,949.02 Feb 16, 2026 Feb 16, 2027
Dec 18, 2026 $74,949.02 Feb 16, 2027 Feb 16, 2028
Dec 18, 2027 $74,949.02 Feb 16, 2028 Feb 16, 2029
Total $224,847.06
CITY COUNCIL VISION, MISSION, AND VALUE/PRIORITY AREA
Innovation
ATTACHMENTS:
Attachment 1 – Resolution
Attachment 2 – Agreement
Attachment 3 – CMAS NO 3-19-70-3685A
Attachment 4 – Sole Source Letter