City Council
Report
City Council Meeting: June 14, 2022
Agenda Item: 3.L
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To: Mayor and City Council
From: Joseph Cevetello, Chief Information Officer, Information Services Department Subject: Approval of Second Modification to Agreement with AdaptivEdge, LLC for data retention and classification label services
Recommended Action
Staff recommends that the City Council authorize the City Manager to reinstate, negotiate and execute a second modification to agreement #3617 in the amount of $70,000 with AdaptivEdge, LLC for data retention and classification label services for the Information Services Department. This will result in a four-year amended agreement with a new total amount not to exceed $148,355 with future year funding contingent on Council budget approval.
Summary
To ensure the City’s electronic data is retained according to the City’s records retention schedule and to ensure that documents are appropriately secured, the Information Services Department seeks to modify an existing agreement with AdaptivEdge, LLC to provide data retention and classification services for the City. AdaptivEdge, LLC will be designing and configuring the appropriate data retention and classification policies on behalf of the City to ensure they align with the City’s current data retention schedule and administrative instruction policy. These services are necessary to ensure the City remains compliant with the California Consumer Protection Act, protect the privacy and data integrity of data within City systems and documents, minimize legal risk, and properly secure and manage sensitive data as required for business purposes. This allows the City to keep electronic records organized and free of outdated information that would otherwise be a threat to data security. Additionally, this vendor will assist the City in the development of data retention policies that will provide automatic 2 of 4
deletion of unnecessary electronic documents that will result in cloud storage cost savings to the City.
Discussion
The City entered into two separate prior contracts with AdaptivEdge, LLC which were below purchasing thresholds and did not require City Council approval. Contract No. 3545 in the amount of $50,000 was to assist with the migration of the Police Department’s on-premise file storage system to Office365 SharePoint (cloud-based application). After Contract No. 3545 expired, the City entered into Contract No. 3617 in the amount of $78,355 to complete the scope of work for the Police Department’s storage migration. A first modification to Contract No. 3617 was issued on 12/4/2020, which added scope for additional training and support services.
The cumulative total amounts of both contracts exceed the City Manager’s Professional Services Agreement authorization threshold of $95,000 and Council must authorize any additional modifications and spending authority. In addition, Contract No. 3617 has expired and a contract renewal of 2 additional years is needed to perform the remaining scope of work. Staff is now seeking Council’s approval to modify the existing agreement with AdaptivEdge, LLC to provide data retention and classification label services in the amount of $70,000 and to extend the term by 2 years. The development of appropriate data retention and classification labels are vital to ensure the proper protection of the City’s data stored within Microsoft Office 365.
Vendor Selection
Bidder Recommendation
Best Qualified Person/Firm AdaptivEdge
Evaluation Criteria
(include all that apply)
Project Strategy, References, Experience, Project Team, Cost, Sample Materials, Presentation/Demonstration, Quality of Work/Technical Capabilities
Municipal Code SMMC 2.24.190
RFPs Received
AdaptivEdge, LLC eVolvingApps Golden Five, LLC Insight
ISSQUARED, INC Konica Layer 7 Data PCMG
Tech Mahindra
RFP Data
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Posted On Posted On
Advertised In
(City Charter & SMMC)
Vendors
Downloaded
Date Publicly
Opened
12/27/2021 City's Online
Bidding Site Santa Monica Daily Press 9 12/27/2021
Justification to Award
AdaptivEdge, LLC was selected as the best bidder based on the evaluation criteria outlined in RFP#219. The scope of work included in this modification were part of the original specifications of the RFP. Bids were evaluated based on the criteria in SMMC 2.24.190 including references, experience, project team, cost, project strategy, sample materials, presentation/demonstration and quality of work/technical capabilities. The selected vendor is able to meet the City’s technical requirements, has extensive experience working with projects of this size and scope, and have experience with local government clients, and users who rely on Microsoft collaboration technology. The City will not be going to bid for services at this time, as the scope of work was previously procured under RFP#219.
Financial Impacts and Budget Actions
Staff seeks authority to approve available funding from the General Fund to increase the amount of the agreement with AdaptivEdge, LLC for data retention and classification label services. Future year funding is contingent on Council approval.
Contract Modification Request
Agreement #
Current Authorized
Amount
FY 2021/22 Budget
Modified Request
Amount
Dept/CIP Account # Total Revised
Contract Amount
3617 $78,355 $70,000 01140001.552010 $148,355
Prepared By: Veronica Mitchell, Information Security Officer Approved Forwarded to Council
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Attachments:
A. OAKS INITIATIVE FORM
B. Executed PSA_Ct. No._3617_-_AdaptivEdge (first modification) C. Executed_PSA_Ct._No._3545_-_AdaptivEdge