STAFF REPORT
Meeting Date:
November 18, 2025
CONSENT
11 SUBJECT: SERVICE AGREEMENT TO PREPARE INFORMATION TECHNOLOGY
MASTER PLAN
RECOMMENDATION: It is recommended that the City Council:
1. Authorize the City Manager to execute a service agreement with Third Wave Corporation for a onetime cost not-to-exceed $127,750 to prepare an Information Technology Master Plan; and
2. Find that the action is not a “project” under the California Environmental Quality Act pursuant to CEQA Guidelines Section 15378(b)(4) and (b)(5).
SUMMARY OF THE MATTER
The City last completed an Information Technology Master Plan in June 2018. The recommendations from that plan are either implemented or outdated. Staff recommends preparing a new plan to guide system management, cybersecurity, and long-term financial planning for technology investments.
A Request for Proposals was issued to identify a qualified firm. Nine proposals were received, and three firms were interviewed. Third Wave Corporation was selected as the most qualified firm based on experience, technical approach, and ability to meet the RFP requirements.
Staff recommends that the City Council authorize execution of a professional services agreement with Third Wave Corporation to prepare the Information Technology Master Plan (Attachment 1). Funding for this project is included in the Fiscal Year 2025–26 Information Technology Division budget, and no additional appropriation is required. A copy of the City’s Request for Proposal is included at Attachment 2.
DISCUSSION
RFP Process
The City issued a Request for Proposals seeking qualified firms to prepare a new Information Technology Master Plan. Nine proposals were received, and three firms were interviewed. Third Wave Corporation was selected as the most qualified firm based on its ability to meet the RFP requirements, technical approach, and extensive experience providing IT master planning for local governments.
Third Wave has prepared over 175 IT master plans for public agencies, including numerous California cities such as Costa Mesa, Long Beach, Chula Vista, Fresno, and Ventura. Third Wave’s proposal demonstrated a clear understanding of the City’s objectives and provided a complete and responsive work plan consistent with the RFP. The firm’s project manager, Roy Hernandez, has 37 years of experience managing more than 400 municipal IT projects. The project team also includes staff with direct experience developing IT strategic plans, cybersecurity assessments, and financial roadmaps for similar-sized cities.
The firm’s proposal addressed all RFP components, including departmental and system assessments, cybersecurity review, business continuity planning, financial forecasting, and guidance on emerging Service Agreement to Prepare Information Technology Master Plan November 18, 2025
technologies such as artificial intelligence. The selection panel determined that Third Wave offered the best overall value to the City based on cost, qualifications, and demonstrated performance record.
The consultant will:
• Prepare a five-year financial plan and cost recovery model. • Assess existing IT systems, infrastructure, and cybersecurity posture. • Identify departmental technology needs and priorities. • Review IT staffing and structure.
• Recommend policies, governance, and training practices. • Evaluate potential uses of artificial intelligence in City operations. • Deliver a final master plan, implementation roadmap, and performance measures.
Project Timeline
If approved, work on the Information Technology Master Plan will begin in December 2025. The project is expected to take approximately six months to complete.
The consultant will begin with a review of the City’s technology environment and conduct interviews with department representatives to identify operational needs. Midway through the project, the consultant will provide progress updates to City staff and present preliminary findings to help inform the FY 2026-27 budget preparation process.
Estimated Schedule:
• December 2025: Contract execution and project initiation • January–March 2026: Departmental interviews, system and cybersecurity assessments • April 2026: Development of draft recommendations and five-year financial plan • May 2026: Review of draft plan by City staff
• May/June 2026: City Council review and consideration of adoption
FINANCIAL ANALYSIS
The Fiscal Year 2025/26 Budget includes funding in the Information Technology Divisions Special Programs budget specifically to prepare an Information Technology Master Plan. No appropriation is recommended.
ENVIRONMENTAL ANALYSIS
This action is not subject to the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines Section 15378(b)(4) and (b)(5). The contract constitutes a funding and administrative activity that will not result in a direct or reasonably foreseeable indirect physical change to the environment.
ATTACHMENTS
1. Proposed Service Agreement with Third Wave (Pgs. 4-24)
2. RFP for Technology Master Plan (Pgs. 25-62)
Service Agreement to Prepare Information Technology Master Plan November 18, 2025
Submitted By:
.
Approved: .David A Kiff
Dave Kiff, City Manager
Report Prepared By: Coordinated With:
Jeremy Frimond, Assistant City Manager Jerry Soto, IT Manager Mandy Low, Project Manager