TO:
VIA:
FROM:
DATE:
Placentia City Council
CITY COUNCIL
CITY ADMINISTRATOR
INFORMATION TECHNOLOGY MANAGER
DECEMBER 5, 2023
AGENDA REPORT
SUBJECT: AWARD OF PROFESSIONAL SERVICES AGREEMENT TO SDI PRESENCE
FOR CREATION OF FIVE-YEAR INFORMATION TECHNOLOGY MASTER PLAN FISCAL EXPENSE: $ 83,925 TOTAL PROJECT COST
IMPACT: BUDGETED: $100,000 (109800-6770 JL#24902)
SUMMARY:
The purpose of developing a City IT Master Plan is to develop a formal five (5) year Information Technology (IT) Master Plan for the City that will assess the current infrastructure and provide recommendations for future technology needs, based upon industry best practices. This includes technology systems, telecommunications, hardware, software, and human capital to support Information Technology.
Recognizing the ever -evolving digital landscape in IT and wanting to ensure that the City remains adaptable and successful with its available IT resources, including staffing, IT governance, capital, and operating funds, the City initiated a Request for Proposals to identify a highly qualified firm to create a five (5) year IT Master Plan. In September 2022, Staff released a Request for Proposals (Attachment "1"), for an IT Master Plan and received a total of ten proposals. Each proposal was evaluated by a selection committee and Staff recommends entering into an agreement with SDI Presence for the creation of a five (5) year IT Master Plan.
The IT Master Plan will serve as a guiding document that not only aligns IT initiatives with business objectives but also provides a structured approach to management, risk mitigation, budgeting, innovation, and overall organizational success during the next five years of IT operations. It will also set a vision for the Information Technology department. This action will award an agreement with SDI Presence in the amount of $83,925.
RECOMMENDATION:
It is recommended that the City Council take the following actions:
1. Approve a Professional Services Agreement with SDI Presence to develop a five (5) year Information Technology Master Plan in an amount not -to -exceed $83,925; and
2. Reject all other proposals received; and
3.a.
Dec. 05, 2023
City Council Agenda
December 5, 2023
3. Authorize the City Administrator and/or his designee to execute all necessary documents in a form approved by the City Attorney.
STRATEGIC PLAN STATEMENT:
This item conforms to Strategic Plan Goal 5 and Objective 5.7 to Create a Comprehensive Information Technology Master Plan
DISCUSSION:
The purpose of developing a City IT Master Plan is to develop a formal five (5) year Information Technology Master Plan for the City that will assess the current infrastructure and provide recommendations for future technology needs, based upon industry best practices. This includes technology systems, telecommunications, hardware, software, and human capital to support Information Technology.
Recognizing the ever -evolving digital landscape in Information Technology and wanting to ensure that the City remains adaptable and successful with available IT resources, including staffing, IT governance, capital, and operating funds, the City initiated a Request for Proposals to identify a highly qualified firm to create a five (5) year IT Master Plan.
In September 2022, Staff released a Request for Proposals (Attachment "1"), for an IT Master Plan and received a total of ten proposals. Each proposal was evaluated based on the following matrix: 1) Firm's approach and plan; 2) Expertise and Experience in IT Master Plans; 3) Cost of Services, including fees and travel costs; and 4) References and scheduling to complete the project on time and within budget.
Name of Company Bid Amount
Ardent Technologies $787,803
Baker Tilly US, LLP $94,800
BerryDunn $108,230
Consultnet Group Inc. $76,000
Government Technology Group, LLC $58,900
Moss Adams LLP $74,184
Oxalis Solutions, LLC $93,100
SDI Presence LLC $83,925
Technology Plus $89,040+
ThirdWave Corporation $91,798+
Based upon the initial evaluation, three firms (Moss Adams LLP, SDI Presence and ThirdWave Corporation) were invited to interview with the City. Prior to the interview process, client references were evaluated and ranked according to the aforementioned criteria. Upon completion of the interview process, SDI Presence ("SDI") ranked highest, and is therefore being recommended for the contract award based upon the following factors:
City Council Agenda
December 5, 2023
Page3of3
Expertise & Experience: SDI has many years of IT consulting and solutions provider background. With their acquisition of California based, NexLevel Information Technology; they bring to the table, a well-balanced group of individuals whom have prior local government experience and resources that have fulfilled over 90 IT Assessment & Master Plans within the State of California alone.
Availability and Scheduling:. SDI's project team and dedicated project manager are located 30 minutes away from the City (Los Angeles Office) and will be conducting much of the project on-site tailoring to the flexibility of time, needs and requests of the City.
Meeting Citv's Needs: Unlike some providers examined, SDI prefers to have consultants conduct interviews and workshops on-site and face-to-face to ensure a thorough understanding of concerns and priorities. No additional fees or travel expenses are required and already calculated within the proposed cost. SDI will also conduct a Citywide Physical Inventory of all Technology equipment.
Based upon the aforementioned information, SDI exhibits the capability, capacity, and experience to create the IT Master Plan and Staff recommends the City enter into an agreement with them to facilitate the proposed project.
FISCAL IMPACT:
The proposed project with SDI Presence is $83,925. A total of $100,000 has been budgeted in the Fiscal Year 2023-24 Capital Improvement Project Budget. As such, sufficient funds exist for the recommended action.
Prepared by:
Daniel Chang
Information Technology Manager
Reviewed and approved:
Jennifer L-mpman
Finance Director
Reviewed and approved:
/t4
Rodanna Ramirez
Deputy City Administr
Reviewed and approved:
Damien-R:�rrula
City Administrator
Attachments:
1. RFP for Information Technology Master Plan
2. Professional Services Agreement with SDI