CITY OF SIGNAL HILL
STAFF REPORT
2175 Cherry Avenue • Signal
Hill, California 90755-3799
10/25/2022
AGENDA ITEM
TO:
HONORABLE MAYOR
AND MEMBERS OF THE CITY COUNCIL
FROM:
SHARON DEL ROSARIO
ADMINISTRATIVE SERVICES OFFICER/FINANCE DIRECTOR
THOMAS BEKELE
PUBLIC WORKS DIRECTOR
SUBJECT:
PROFESSIONAL CONSULTANT SERVICES AGREEMENT WITH INFINITY
TECHNOLOGIES (INFINITY) FOR COMPREHENSIVE MANAGED INFORMATION
TECHNOLOGY (IT) SERVICE
Summary:
The City Council will consider entering into a Professional Consultant Services Agreement with Infinity for Comprehensive Managed IT Services. The City utilizes the services of a contractor to supply the City’s need for Comprehensive IT Services and support for five office locations under the direction of the Administrative Services Officer/Finance Director: City Hall, Community Center, City Library, Police Department, and City Public Works Yard.
Recommendation:
Authorize the Interim City Manager to enter into a Professional Consultant Services Agreement between the City and Infinity for a term of three years with an option for two one-year extension(s), in a total not-to-exceed amount of $179,760 annually, in a form approved by the City Attorney.
Fiscal Impact:
The annual contract amount is $179,760 or $14,980 per month and includes 32 hours of support services. IT professional service costs are allocated at 50% between the Finance/IT and Police department budgets. Sufficient funds are budgeted in the Fiscal Year 2022-23 department budgets.
Additional services not included in the original scope of work will be billed separately based on an agreed-upon hourly rate structure and will depend on available budget.
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Strategic Plan Objectives:
Goal No. 1: Ensure long-term fiscal stability.
Goal No. 2: Ensure public safety is a high priority.
Goal No. 3: 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 IT division of the Finance Department manages the technology technical services needs of the City. This entails the computer equipment and software, data storage and management, and all technology systems including the telephone system and the copier fleet of the City.
On March 3, 2015, the City entered into an agreement with Total Network Solutions (TNS) to provide IT services to the Police Department. A separate Agreement was in place with another vendor to provide IT support service for City Hall. On November 14, 2017, the City Council authorized the City Manager to execute Amendment No.1 of the agreement between the City of Signal Hill and TNS to consolidate IT system maintenance and support services under one service provider. The current contract with TNS is set to expire on December 1, 2022.
Analysis:
On July 26, 2022, the City Council authorized the Finance Director to issue a Request for Proposals (RFP) for Comprehensive Managed IT Services on PlanetBids via the City’s online portal. Notice of the RFP was posted in accordance with Signal Hill Municipal Code Section 1.08.010 on the City’s website, at the City’s public notice locations, and published in the Signal Tribune newspaper on July 29, 2022. Responses were due on August 26, 2022. Six companies submitted proposals in response to the City’s RFP including the current IT service provider.
Vendor Name
Avenu Insights & Analytics, LLC
Infinity Technologies
IntelesysOne
Orange Crew Inc
SDI Presence LLC
Total Network Solutions (TNS)
A 6-member review committee was formed consisting of six City representatives, including two employees from the Police Department and four employees from other citywide departments. As described in the RFP and July 26, 2022 staff report, the committee conducted a two-tier review process which narrowed the six candidate proposals to the top three firms. The committee then continued the evaluation based on the criteria set forth in the RFP which included interviews and reference checks. The initial and secondary evaluation point scales were based on the following:
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Initial Evaluation Criteria
Initial Evaluation Criteria Point Value
Qualifications and Relevant Experience 40
Thoroughness and Organization of the Proposal 25
Consultant’s Methods and Procedures 20
Cost Estimate 15
TOTAL POSSIBLE POINTS 100
Secondary Evaluation Criteria
Secondary Evaluation Criteria Point Value
Qualifications and Relevant Experience 40
Preparedness and Understanding of the Project 35
Reference Checks/Customer Service Reviews 25
TOTAL POSSIBLE POINTS 100
Overall, the top three firms’, that moved on to the secondary evaluation process, provided cost proposals that were very close to each other based on thirty-hour (32) hours of monthly professional services. The committee’s final results of both the initial and secondary evaluations determined that Infinity was the best qualified firm to service the City’s comprehensive IT needs.
Vendor Secondary Evaluation Score
Infinity Technologies 481
Total Network Solutions (TNS) 453
SDI Presence LLC 441
* 5 raters participated in the secondary evaluation.
Infinity offers Comprehensive IT and Geographic Information System (GIS) Consulting Services to public and private California clients. Infinity has locations in both northern and southern California with an office located in Irvine, California with dedicated IT staff located in close proximity of the City.
Infinity IT & GIS staff have a broad spectrum of skills to support the City's needs, including Technicians, Analysts, Senior Analysts, and Managers. In addition, their IT Services team will first assess the City’s IT needs and provide applicable services.
Infinity’s team roster includes twenty-four (24) qualified and experienced IT professionals to provide on-site and remote services and eleven (11) GIS personnel. Initially, the monthly IT professional services support includes 32 hours of on-site weekly support with 24/7, 365 days help desk support, accessible by phone, web or mobile device. The City will have an opportunity to adjust support hours and monthly fees down to 24 hours if deemed adequate to cover required services. Services outside of the proposed scope of work are based on an hourly rate schedule based on the required level of IT support classification. The hourly rates range from $85 per hour for help desk services to $145 per hour for IT project management services and are included in Exhibit C of the agreement.
Infinity’s staff also has extensive experience managing IT systems for police departments and is designed to be a “one-stop shop” for all technology-related issues, using a pro-active approach monitoring and assessing the City’s IT infrastructure for future development and needs. Infinity has CITY OF SIGNAL HILL Page 3 of 4 Printed on 10/20/2022
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monitoring and assessing the City’s IT infrastructure for future development and needs. Infinity has experience managing budget constraints and sensitive political processes of their clients. Infinity will manage and address the following key areas as part of the City’s overall strategy and comprehensive managed IT service needs:
· Strategic Planning and Oversight
· Desktop Administration and Support
· Network Administration and Support
· Infrastructure Design and Management
· Computer Server Operations and Support
· Public Safety Support
· Help Desk Service (24/7, 365 days)
· On-Site and Remote Support
· Cybersecurity
· Ransomware
· Antivirus and Antimalware
· On-Boarding Process
Infinity currently provides professional IT services to nearby cities which include Paramount, Bell, La Mirada and Tustin. During the reference check process, the contacted cities highly recommended Infinity and echoed the high standard and quality of service they have received.
In conclusion, Infinity is the most qualified firm and therefore staff recommends approval of the Agreement with Infinity.
Approved:
_________________________
Joe Hoefgen
Attachment
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