Item 14 - Agreements for As-Needed Information Technology Services

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Agreements for As -Needed Information Technology Services February 2, 2021 Page 2 mechanism to rapidly address changing support responsibilities for critical production systems. Over the next four years, professional and technical services will be necessary to support several planned technology projects. Anticipated projects include the following: replacement of land management system, replacement of business tax system, upgrade of cashiering system, replacement of dog licensing system, server and storage replacements, backup system upgrades, wireless network upgrades, enterprise resource planning systems replacement, and cybersecurity enhancements. A request for proposals (RFP) for Information Technology Professional Services was issued on October 26, 2020 and closed on November 24, 2020. The RFP documents were made available on the Purchasing Division's Planetbids website and 565 preregistered vendors were notified by email, of which 151 downloaded the RFP. A total of 49 responses received from potential vendors, none of which were headquartered in Santa Ana and two (2) had branch offices in Santa Ana. A team comprised from the Information Technology Department evaluated the proposals based on cost and demonstrated competence working with specific applications utilized by the City, as well as in providing other required technical services. Based on the review of the submitted proposals received, the team selected the recommended vendors. The selected vendors include: Name Based Servicing Office Sierra Cybernetics Anaheim Hills, CA Anaheim Hills, CA Intratek Irvine, CA Irvine, CA West Advanced Technologies Sacramento, CA Manhattan Beach, CA Infojini Columbia, MD Los Angeles, CA One of the vendors, Sierra Cybernetics, currently provides services to the City and was selected to continue to be an approved vendor based on their proposal. The other three vendors will be new vendors to the City. Multiple agreements are recommended to ensure a pool of qualified candidates is readily available for the Information Technology Department to quickly deliver technical services as they are needed and to ensure the City obtains the most competitive rates. The City currently has budgeted 15 consultants providing services in all areas of technology including desktop support, network support, application support, and Police IT support. If this item is not approved, it would not only disrupt ongoing improvement projects, but would severely impact the ability of the Information Technology Department to provide essential operations.