STAFF REPORT
Meeting Date:
December 9, 2025
CONSENT
12 SUBJECT: AMENDMENT TO AGREEMENT WITH INTRATEK COMPUTER INC. FOR
ONSITE INFORMATION TECHNOLOGY SUPPORT
RECOMMENDATION: It is recommended that the City Council:
1. Authorize the City Manager to execute Amendment Number 1 to Agreement No. 25-42 with Intratek Computer Inc. to expand the scope of work to include one additional Network Engineer I, and to increase the contract by $70,000 for the period January 1 2026 through June 30 2026 resulting in a revised not to exceed amount of $212,000 for onsite information technology desktop support services;
2. Authorize the City Manager to exercise up to two one year extensions of the amended agreement, with an increased annual amount of $148,000 in the first extension year for a total not to exceed amount of $296,000 and an increased annual amount of $154,000 in the second extension year for a total not to exceed amount of $308,000 provided sufficient funding is appropriated in the applicable fiscal year budgets; and
3. Authorize the transfer of $70,000 from the Police Department contractual services budget to the Information Technology Division contractual services budget to support centralized funding and management of desktop support services.
SUMMARY OF THE MATTER
Staff reviewed the City information technology desktop support model and determined that the City should consolidate all desktop support services under the Information Technology Division. The City currently uses a decentralized model. One full time City employee and one contract employee from Intratek provide support at City Hall. A separate contract employee from SDI provides support to the Police Department.
This structure creates inconsistent service levels and limits coordination, redundancy, and accountability across departments.
On June 24, 2025, the City Council approved Contract No. 25 042 in the amount of $142,000 with Intratek Computer, Inc. to provide onsite desktop support during regular business hours. The assigned technician serves as a primary point of contact for staff and resolves a wide range of technology issues related to devices and systems used across City departments.
Staff now proposes an amendment to that contract to expand services. The amendment adds a second Network Engineer to provide Tier 1 and Tier 2 technical support and replaces the existing SDI contract for Police Department desktop support. This change places all desktop support services under the oversight of the Information Technology Division and uses a single vendor to provide consistent service throughout the organization while maintaining dedicated onsite support for the Police Department.
AMENDMENT TO AGREEMENT WITH INTRATEK COMPUTER INC. FOR ONSITE
INFORMATION TECHNOLOGY SUPPORT
December 9, 2025
One Network Engineer will remain assigned to the Police Department and will focus on the time sensitive and specialized needs of public safety operations. This employee will report to the Information Technology Division to ensure stronger coordination and supervision.
This restructuring improves consistency, strengthens accountability, increases efficiency, and supports the City long term information technology strategy.
Summary of Services
Tier 1 services include password resets, software installations, and basic troubleshooting for network and connectivity issues. Tier 2 services include hardware diagnostics, system configuration, and more advanced software troubleshooting. Core duties also include the setup, maintenance, and replacement of desktops, laptops, printers, and mobile devices, support for employee onboarding and offboarding, and management of user accounts in Active Directory.
Additional duties include setting up audio and visual equipment for meetings, maintaining accurate inventory records, updating internal documentation, and preparing routine reports on service volume, response times, and recurring system issues.
FINANCIAL ANALYSIS
Transitioning to a second Intratek consultant under the cooperative agreement will result in a cost savings.
A Level 2 technician from SDI has an hourly rate of $83 in 2025 and $87.26 in 2026. A comparable Intratek consultant has an hourly rate of $76.01.
An additional $70,000 will be transferred from the Police Department Support Services Contractual Services account 1102101-55036 to the Information Technology Contractual Services account 1101205- 55036 to fully fund the contract.
The City secured Intratek’s quote through a cooperative purchasing process. This process allows multiple public agencies to jointly solicit and award contracts, which reduces costs and shortens procurement timelines. GSA Advantage serves as a federal platform that provides access to these contracts for state and local governments. Cooperative purchasing typically results in savings of approximately 10 percent compared to an independent procurement. This method also reduces administrative workload and ensures compliance with Laguna Beach Municipal Code Section 2.30.050. Intratek was selected as a local vendor under a qualified cooperative contract for the described services.
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.
AMENDMENT TO AGREEMENT WITH INTRATEK COMPUTER INC. FOR ONSITE
INFORMATION TECHNOLOGY SUPPORT
December 9, 2025
ATTACHMENTS
1. Proposal from Intratek (Pg. 4)
2. Amendment One (Pgs. 5-7)
3. Agreement 25-42 (Pgs. 8-31)
4. GSA Cooperative Agreement (Pgs. 32-51)
Submitted By:
.
Approved: .David A Kiff
Jeremy Frimond, Assistant City
Manager
Dave Kiff, City Manager
Report Prepared By: Coordinated With:
Jerry Soto, IT Manager Mandy Low, Project Manager
Shannon Espinoza, Finance Manager