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REQUEST FOR <br />COUNCIL ACTION <br />CITY COUNCIL MEETING DATE: <br />JANUARY 4, 2011 <br />TITLE: <br />AGREEMENT WITH SYSTEMS <br />MAINTENANCE SERVICES FOR DATA <br />CENTER MAINTENANCE & SUPPORT <br />SERVICES <br />CITY ANAGER <br />RECOMMENDED ACTION <br />CLERK OF COUNCIL USE ONLY: <br />APPROVED <br />? As Recommended <br />? As Amended <br />? Ordinance on 1s' Reading <br />? Ordinance on 2nd Reading <br />? Implementing Resolution <br />? Set Public Hearing For_ <br />CONTINUED TO <br />FILE NUMBER <br />Authorize the City Manager and Clerk of the Council to execute an amendment to the agreement with <br />Systems Maintenance Services and exercise an option for the second one-year extension to the <br />existing agreement in an amount not to exceed $150,000 per year, for data center maintenance and <br />support services, subject to non-substantive changes made by the City Manager and City Attorney. <br />DISCUSSION <br />System maintenance and support services for the City Data Center and the Police Data Center are <br />needed to provide repair and preventive maintenance on server class computers, tape libraries, <br />storage devices and other related equipment. Some 200 pieces of equipment are covered under the <br />current agreement. This computer equipment runs all Santa Ana Police Department computerized <br />systems including: computer aided dispatch, records management, jail management, crime scene <br />investigation, special analysis, etc. The City Hall Data Center hosts the payroll system, Lawson <br />financial system, utility billing system, business tax system, Santa Ana Property Information (SAPIN) <br />system, the City web site, City electronic mail system, and many departmental systems for City <br />Agencies. <br />A Request for Proposal (RFP) for "Data Center Maintenance and Support Services" was issued in <br />June 2006 and advertised. Nine firms were proactively sent the RFP. A total of five proposal <br />responses were received and evaluated by a team of specialists from the Information Services <br />Division. Based on the recommendation of the evaluation team, the City Council approved a three- <br />year agreement with Systems Maintenance Services (SMS) for required data center maintenance <br />and support services. The term of this agreement commenced on February 1, 2007 and expired on <br />January 31, 2010. One-year extension to the agreement was exercised that will expire January 31, <br />2011. <br />25C-1