Agenda Report
Fullerton City Council
MEETING DATE: APRIL 7, 2026
TO: CITY COUNCIL / SUCCESSOR AGENCY
SUBMITTED BY: EDDIE MANFRO, CITY MANAGER
PREPARED BY: KIM CHAUDHRY, SENIOR ADMINISTRATIVE ANALYST SUBJECT: $2,021,292 PROFESSIONAL SERVICES AGREEMENT WITH INFINITY TECHNOLOGIES FOR INFORMATION TECHNOLOGY MANAGEMENT SERVICES
SUMMARY
The City issued a Request for Proposals (RFP) to solicit qualified firms to provide comprehensive Information Technology (IT) management and support services. Staff rated Infinity Technologies as the most qualified firm. Staff requests City Council award an Agreement to Infinity Technologies for Managed IT Services.
PROPOSED MOTION
Authorize City Manager to execute and administer Professional Services Agreement and all related documents with Infinity Technologies for Information Technology Management Services at $2,021,292 annual cost, for an initial three-year term beginning July 1, 2026 through June 30, 2029, with two optional one-year extensions, in a form approved by the City Attorney.
Approve a $336,882 two-month IT provider transition overlap period with Infinity Technologies beginning May 1, 2026 through June 30, 2026 to ensure IT operations continuity.
ALTERNATIVE OPTIONS
Approve the Proposed Motion
Do not award the contract and negotiate with next highest bidder Other options brought by City Council.
STAFF RECOMMENDATION
Staff recommends the Proposed Motion.
CITY MANAGER REMARKS
None
PRIORITY POLICY STATEMENT
This item matches the following Priority Policy Statements:
Fiscal and Organizational Stability
Infrastructure and City Assets.
FISCAL IMPACT
The Professional Services Agreement (Agreement) with Infinity Technologies to provide Information Technology management and support staff augmentation services totals $2,021,292 annually. Staff would program funding in the Information Technology budget within the IT Fund (Fund 68) for Fiscal Year 2026-27. The new contract would generate significant reduction in IT costs for the City, resulting in $1.6 million annual savings for IT Management Services.
Staff anticipates consultant transition and onboarding beginning May 1, 2026 which would incur two additional months of service costs totaling $336,882 during FY 2025–26 to overlap with the current provider and ensure a smooth operation transition. Staff would use remaining completed Information Technology capital project savings from approved General Funds along with available Information Technology fund balance resources for the transition costs with no additional appropriation required.
BACKGROUND AND DISCUSSION
The City relies on a secure and reliable information technology environment to support municipal operations, cybersecurity protections, public services and digital communications.
The City entered an agreement with Glass Box Technology in 2020 following a cybersecurity incident requiring immediate technical expertise and City information technology systems stabilization. The City engaged Glass Box Technology on an emergency basis to restore operations, strengthen cybersecurity protections and support City IT infrastructure. Glass Box Technology continued providing IT management and support services for the City from that time. The agreement with Glass Box Technology for IT management services costs approximately $3.6 million annually. Notably, this agreement does not include Information Technology capital projects, which Glass Box procures and manages separately. These capital projects, such as personal computer refresh cycles, operating system upgrades (including Windows upgrades) and other system enhancements, total approximately $2 million annually. The agreement with Glass Box Technology expires on June 30, 2026.
The City initiated a Request for Proposals (RFP) process to ensure competitive procurement and identify the most qualified firm to provide ongoing IT management services. Staff released the RFP on November 14, 2025 to solicit proposals from experienced IT managed service providers to deliver technical support, infrastructure management, cybersecurity coordination and strategic IT planning. Staff retained the City of Brea in-house IT Manager to consult and oversee the RFP development, provide IT expertise and advise on the evaluation process.
The City received 17 proposals. Initial screening eliminated 11 firms from consideration prior to the Evaluation Panel review. The Evaluation Panel reviewed the remaining six proposals based on the following criteria:
experience and qualifications
technical approach and service delivery model
staffing and resource availability
cybersecurity capabilities
cost proposal
experience supporting municipal IT environments.
The City placed a strong emphasis during the RFP process on clearly defining the scope of services and the treatment of special projects. The RFP required proposers to identify which services they would include under the base contract and to clearly delineate any additional or project-based work to minimize additional costs associated with services that ordinarily fall within a comprehensive IT managed services agreement. The City anticipates cost savings from the new agreement may extend beyond the base IT management services and include reduced expenditures for special projects previously procured separately.
A staff panel evaluated the RFPs and invited the top three ranked firms to an in-person oral interview on February 24, 2026. The panel determined Infinity Technologies provided the best overall value to the City based on their qualifications, proposed service model and competitive pricing.
The Infinity Technology (Infinity) proposal (Attachment 2) provides comprehensive IT management services under a fixed monthly fee structure, which includes all staffing, tools, platforms and operational resources required to deliver managed IT services for the City. Infinity Technologies has over 17 years of experience providing managed IT services for public agencies, including Southern California local government agencies such as the cities of Lakewood, Downey, Pico Rivera and San Juan Capistrano. Infinity would deliver services using an onsite staff augmentation and remote service model to ensure responsiveness, continuity and accountability.
The Infinity Technology proposal annual cost for IT management services totals $2,021,292, representing a significant reduction from the current $3.6 million annual cost. The City anticipates substantial overall cost savings under the proposed new agreement when combined with the expected cost reduction for special projects that Infinity would incorporate in the base scope of services. The proposed scope of services remains comprehensive despite the lower cost and would not reduce service quality or level of support provided to the City. Different service delivery and staffing models primarily account for the cost difference. The City day-to-day operational needs exceed the staffing level and resources provided under the current agreement, resulting in higher overall costs. In addition, certain services and projects fall outside the base agreement, further increasing total IT related expenditures. In contrast, Infinity structured their proposal to better align staffing levels and resources with actual service needs, while still ensuring responsiveness, coverage and technical expertise. Infinity included recurring small projects, such as PC refreshes and operating system upgrades, in their base services and cost structure. Their approach also incorporates a broader range of services within a fixed monthly cost, reducing the need for additional project-based expenses.
Staff recommends starting the agreement with Infinity Technologies on May 1, 2026, which provides a two-month transition and knowledge transfer with the current provider, Glass Box Technology, which will provide services through the end of the agreement on June 30, 2026. This transition period would allow Infinity Technologies to conduct onboarding activities, coordinate with staff and vendors, assess systems and complete knowledge transfer to ensure operations continuity.
Infinity Technologies indicated they plan to begin working with the City immediately to familiarize themselves with the City IT environment. Infinity would not bill for initial coordination activities such as meetings and planning discussions that occur before the transition period. The overlap period would allow Infinity to deploy staff resources and ensure operational readiness before formally taking over services. The cost associated with the two-month transition overlap totals $336,882, which reflects two months of annual managed services cost.
Infinity Technologies would assume full responsibility for IT management services on July 1, 2026, following the Glass Box Technology agreement expiration on June 30, 2026. The proposed Agreement with Infinity Technologies would establish an initial three-year term commencing July 1, 2026 and expiring June 30, 2029, with two optional one-year extensions.
Attachments:
Attachment 1 – PowerPoint Presentation
Attachment 2 – Agreement with Infinity Technologies
Attachment 3 – Infinity Technologies Proposal
Attachment 4 – Infinity Technologies Fee Schedule
cc: City Manager, Eddie Manfro
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