CITY OF SIGNAL HILL
STAFF REPORT
2175 Cherry Avenue • Signal
Hill, California 90755-3799
7/26/2022
AGENDA ITEM
TO:
HONORABLE MAYOR
AND MEMBERS OF THE CITY COUNCIL
FROM:
SHARON DEL ROSARIO
ADMINISTRATIVE SERVICES OFFICER/FINANCE DIRECTOR
SUBJECT:
AUTHORIZE ISSUANCE OF A REQUEST FOR PROPOSALS (RFP) FOR
COMPREHENSIVE MANAGED INFORMATION TECHNOLOGY (IT) SERVICES Summary:
The City Council will consider authorizing staff to issue an RFP for comprehensive managed information technology services. The scope of work requires professional support of IT services for the City using current technological expertise, including maintenance of the City’s computer network, planning for short-term and long-term IT goals, and the provision of excellent customer service.
Recommendation:
Authorize the Finance Director to issue the RFP.
Fiscal Impact:
The proposed not-to-exceed budget will be dependent on services and current market price provided after assessment of all proposals. The Fiscal Year 2022-23 budget includes estimates based on the current contract.
Strategic Plan Objectives:
Goal No. 4: Maintain and improve the public infrastructure.
Objective No. 6.1: Continue to advance the use of technology to improve internal and external service and communication with the community.
Background:
The Management Information System division of the Finance Department manages the IT needs of the City. This entails the computer equipment and software, data storage, data management, CITY OF SIGNAL HILL Page 1 of 4 Printed on 7/22/2022
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the City. This entails the computer equipment and software, data storage, data management, cybersecurity, and all technology systems including the telephone system and the copier fleet of the City.
The City is currently contracted with Total Network Solutions (TNS) to provide these services. The current contract with TNS is set to expire at the end of November 2022.
Analysis:
To continue IT support managed services, staff recommends Council approve the attached RFP (Attachment “A”). The RFP describes the project, the required scope of services, the minimum information that shall be included in the Proposal, and the selection process. Firms that fail to submit a Proposal in accordance with the outlined procedures may be disqualified. The following provides a general overview of the RFP.
Project Overview
The City is interested in receiving responsive and competitive proposals from experienced and qualified firms to provide comprehensive managed IT services, specifically in the areas of desktop technician support, network analysis and administration, software support, and computer/server operations. The City is interested in creative, cost-effective, and service-oriented proposals for the delivery of the described service. On-site support for personal computer/network tasks and all public safety tasks is a requirement. If programming support for the remaining area is proposed to be other than on-site, the bidder must demonstrate how this has been accomplished in the past while maintaining service levels equivalent to the City’s current service levels.
The IT Support Services for the City should support a 24/7, 365 days operation. Due to the need for Public Safety support, all staff involved with this contract must be Department of Justice/California Law Enforcement Telecommunications System (CLETS) certified and pass an extensive background check prior to employment. Due to the specialized nature of public safety software and systems, firms with experience in this area are highly desirable. IT support services staff will be responsible for standby support with a maximum response time of 30 minutes outside of the normal work schedule.
Scope of Services
The project scope of work consists of comprehensive services designed to strengthen the costeffectiveness, quality, and productivity of the City’s IT Managed Service Program, using current technological expertise, including maintenance of the City’s computer network, planning for shortterm and long-term IT goals, and the provision of excellent customer service. The following is a list of some of the services required but should not be seen as all inclusive.
1. Provide strategic planning and oversight of the City’s IT program.
2. Provide experienced project managers to provide management of projects on an as-needed basis from vendor selection to implementation.
3. Provide desktop and network support to City staff.
4. Provide quotes for procurement of IT related equipment.
5. Provide installation and repair of all IT related equipment including configuration changes, and installation of patches and upgrades.
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6. Provide reports within specified timeframes.
7. Provide quality information services and technological deliverables, including project planning and execution. Provide technical leadership for server technology issues.
8. Develop mechanisms for improving the City’s utilization of its current technological resources.
9. Improve the overall cost-effectiveness of City-wide operating expenses and capital outlays associated with technological services and future purchasing and technology needs.
10. Take over and complete phased IT infrastructure refresh project across City-wide departments covering end of life hardware and software assets and to configure a server/network environment that is built on best practices.
11. Provide monthly management level status reports to review work performed, network availability, help desk ticket summary, security issues and concerns. Attend weekly status meetings either in-person or remotely.
12. Provide City Council Meeting and special meeting support and manage audio and visual equipment including recording and streaming of bi-weekly Council meetings and special meetings (mostly evening meetings) with on-site support on request as required.
13. Provide cybersecurity across all City locations. The City has deployed a robust, multilayered approach to security
‐
focused technologies: Domain Name System (DNS) security and content filtering, Anti
‐
malware software deployed to all endpoints, next
‐
generation anti-virus & security
software deployed to servers, standard anti-virus software deployed to endpoints. The City will require the selected vendor develop cyber security and various compliance plans in partnership with City Departments, which ultimately ensure training is distributed to end-users.
14. Provide procedures and planning for Incident Response, Disaster Recovery & Business Continuity plans.
Circulation Process
The RFP is tentatively scheduled to be circulated on Wednesday, July 27, 2022. Notice will be posted in the following locations:
· Planetbids website;
· City website;
· City public notice locations; and
· Signal Tribune newspaper.
RFP deadline for submission is tentatively scheduled for 5:00 p.m., Friday, August 26, 2022.
Evaluation Process
The City will conduct a two-tiered evaluation process to select the ideal firm.
Initial Evaluation - Elements of the initial review include:
1. Selection of a review committee consisting of six (6) staff members:
· Two staff members from Finance/Administration;
· Two staff members from Police Department;
· One staff member from Public Works; and
· One staff member from Community Services.
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2. Committee members will review and score all complete proposals based on the following factors:
Secondary Evaluation - Elements of the secondary review include:
· The pool of candidates will be reduced to a short list of no more than the top three to five firms.
· The secondary evaluation will consist of interviews and reference checks completed by the review committee for each of the short list candidates. The secondary review will focus on the following categories with associated points:
Consultant Selection
Following completion of the evaluation and ranking process, staff will prepare a recommendation for City Council consideration. The proposed term of the contract is three years with two one-year extensions in a form approved by the City Attorney. This will allow time to complete the IT infrastructure refresh project covering end of life hardware and software assets and to configure a server/network environment that is built on best practices.
Approved:
_________________________
Scott Charney
Attachment
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