Item 465/2024
Final
City of Garden Grove
INTER-DEPARTMENT MEMORANDUM
To:
Lisa L. Kim From: Anand Rao
Dept:
City Manager Dept: Information Technology
Date: 11/12/2024
Subject: Award a contract to Mindcentric Inc. for email and collaboration software migration, upgrade, and hosting services. (Cost: $60,600) (Action Item)
OBJECTIVE
For City Council to award a two-year contract to Mindcentric Inc. to provide email and collaboration software migration, upgrade, and hosting services.
BACKGROUND
The City’s Information Technology Department currently hosts email on-site using multiple servers on the City’s infrastructure. To increase cyber security and keep the system updated, the City seeks a provider to host and maintain email and collaboration systems in an independent and highly available environment.
DISCUSSION
RFP No. S-1339 was issued on September 4, 2024 for Zimbra upgrade, migration, and hosting services. Two proposals were received and opened on October 7, 2024. All proposals were reviewed and all proposals were found to be responsive.
A selection committee of three staff members evaluated the RFP proposals based on criteria of: qualifications of contractor (30 points), knowledge and competence (30 points), cost of services (30 points), and completeness of response (10 points).
Results are as follows:
RFP No. S-1339
Company Proposal Score
Mindcentric Inc. 288
CVM Services, LLC 210
Item 465/2024
The selection committee determined that Mindcentric Inc. is qualified to provide quality services and competitive pricing that meet the City’s requirements.
FINANCIAL IMPACT
The cost of the two -year contract with Mindcentric Inc. to provide email and collaboration software migration, upgrade, and hosting services is $60,600 , and will be paid from the Information Technology internal service fund. No additional appropriation is needed for the current fiscal year.
RECOMMENDATION
It is recommended that the City Council:
● Award a two-year contract to MindCentric in the amount not -to-exceed $60,600 for email and collaboration software migration, upgrade, and hosting services; ● Authorize the City Manager, or designee, to execute the agreement and make minor modifications as appropriate thereto, on behalf of the City; and ● Authorize the City Manager, or designee, to execute future amendments to the contract, including the authorization to enter into options years, providing sufficient funds are available.
By: Maria Veronica M. Enciso, Sr. Administrative Analyst
ATTACHMENT(S)
1. Mindcentric Inc. Proposal
2. Contract