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Home My WebLink About25F - AGMT - CONSULTING SRVS FOR ITREQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: AUGUST 20, 2012 TITLE: AGREEMENTS FOR CONSULTING SERVICES FOR INFORMATION TECHNOLOGY CITY MANAGER RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: APPROVED ? As Recommended ? As Amended ? Ordinance on 15t Reading ? Ordinance on 2nd Reading ? Implementing Resolution ? Set Public Hearing For_ CONTINUED TO FILE NUMBER Approve and authorize the City Manager and Clerk of the Council to execute the attached amendment to the agreements for consulting services for information technology with a total compensation of $3,290,000 and extending the term for a one year term or until the funds are expended, subject to non-substantive changes approved by the City Manager and City Attorney with the following vendors: Concorde Consulting, Inc. SoftMaster, Inc. The Comdyn Group, Inc. Telfords DISCUSSION The City emphasis on using technology to achieve innovation and productivity will involve sophisticated and complex technical knowledge. To get these technology skill sets, the City will need to continue to rely on its current strategy of contracting for the services of highly experienced and expert information technology contract personnel. They will bring to bear the latest technologies in support of the City's current and future initiatives. The Information Services Division understands the committed effort in using technology to increase productivity as well as to increase communications with the community. The use of contractors specialized in information technology continues to be an essential approach to the support of City operations. Contract personnel provide software application development and support; business application and project consulting; telecommunications services; and computer and networking services. The use of these services maximizes the effectiveness of staff resources in the Information Services Division (ISD). This approach also ensures the timely completion of City information projects and reduces interruptions to the computer infrastructure system. These agreements provide highly skilled technology contractors who are essential in providing specialized assistance to City departments in the design, development and implementation of 25F-1 Agreements For Consulting Services For Information Technology August 20, 2012 Page 2 the City's information management systems. They support over 1,700 plus City staff users; three each Enterprise client/server-based and web-based business systems; the City's wide area network including the connection to the Internet; ten department local area networks; 210 servers in two data centers (the City Hall data center and the SAPD data center); and 200 managed network switch es/fi rewa I Is/ro uters and over 35 high speed data circuits supporting 28 City operating locations. Software applications developed and/or supported by these contractors included the Financial Enterprise Resource Planning System, Santa Ana Property Information Network (SAPIN), the Business License/Tax System, Municipal Utility System, and several other revenue related systems. For the Santa Ana Police Department (SAPD) and Santa Ana Jail (SAJ), contractors support mission-critical systems such as the Computer Aided Dispatch, the Jail Management System, Arrest and Booking system, Inmate Search and Reporting system, Case Management system, Police Intranet system, wireless data communications for 175 patrol vehicles, California Law Enforcement Telecommunication system (CLETS) access, PD and Jail Email system, Evidence wireless systems, Daily Roll-call system, and 100 other systems which are critical to the daily operations of the Police and Jail departments. Homeland Security technologies such as the PD Emergency Department Operations Center (DOC), Web based Emergency Operations Center (WebEOC), and Mobile Command Post network systems are supported and maintained by technical contractors. Contractors also help support 3 additional PD substations by managing network systems which provide 185 field officers and investigators access to systems located at the main station. SAPD is using several of technology contractors to enhance the Police field reporting system under grant funding. Additionally, technical contracts are instrumental in the implementation of new technologies such as In-Field Fingerprint systems, Jail Management System, Video Surveillance, License Plate Reader Wireless Access, and more into the organization. Additionally, under a cost reimbursement basis, technical contractors engineered, developed, maintain, and hosts the County-wide network and computing environment for Coplink, which is the Integrated Law & Justice Agency for Orange County (ILJAOC) web-based information sharing and crime analysis system that connects all 27 of Orange County's public law enforcements agencies with 12 other law enforcement agencies throughout southern California, southwest and pacific northwest regions. Without these dedicated and talented professionals, the City information technology infrastructure and operating systems could not function. A Request for Proposal (RFP) for Temporary Technical Contract Service and Consulting Services was issued by the Information Services Division in March 2007. Twelve proposals were evaluated and the top four vendors were identified. On June 18, 2007, Council approved agreements with these four vendors for a one-year period, with the option of four renewal terms. Under these agreements, contractors in various technology specialties are engaged on an as needed basis to support City business operations. These engagements differ greatly in duration which results in a varying rate and use of the approved funding. In December 2010, Council 25F-2 Agreements For Consulting Services For Information Technology August 20, 2012 Page 3 approved an amendment to the agreements by which the term was recognized as the duration until approved funds were fully expended and appropriated $3,290,000 to pay for additional services provided under the agreements. Staff estimates these funds will provide services through August 2012, at which time the additional funding will be added to the contract to continue services. Over the term of these agreements, contractors have directly contributed to the implementation of over 15 new or enhanced City business systems. The support workload related to these new systems is being achieved through the use of enhanced technologies driven by the contractors. FISCAL IMPACT Funds are available in various Technology Plan, Other Contractual Services accounts (accounts 10910141-62300 10910142-62300, 10910143-62300, 10910144-62300, 10910147-62300, 01114425-62300, 08209054-62300, 08009051-62300, 14018760-62300, 67018843-62300- 13800001001-3090, 02518820-62300-13900101001-3090). APPROVED AS TO FUNDS AND ACCOUNTS: Francisco Gutierrez A Executive Director Finance/Management Services Agency 25F-3 25F-4 FOURTH AMENDMENT TO AGREEMENT T THIS FOURTH AMENDMENT TO AGREEMENT, is entered into on August 20, 2012, by and between CONCORDE CONSULTING, INC, a California corporation (hereinafter "Consultant") and the City of Santa Ana, a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California (hereinafter "City"). RECITALS: A. The parties entered into Agreement # A-2007-144, dated June 18, 2007, (hereinafter "said Agreement") by which Consultant has provided temporary technical personnel to assist the City's Information Technology department with various projects and on a consulting basis. B. The parties executed Amendments dated October 6, 2008, September 8, 2009, and December 20, 2010, by which the term was extended and compensation added to pay for services during the extended term. C. In accordance with the terms and conditions of said Agreement, the parties wish to again extend the term of said Agreement by providing compensation to pay for services during the extended term. WHEREFORE, in consideration of the covenants contained in said Agreement, and subject to all the terms and conditions of said Agreement, except those amended in this Fourth Amendment to Agreement, the parties agree as follows: Section 3, TERM, shall be deleted in its entirety and replaced with the following: "The term of said Agreement shall commence July 1, 2007 and terminate on expenditure of allocated funds, unless earlier terminated in accordance with Section 13, below." 2. Section 4, "COMPENSATION", shall be amended to increase total compensation by $3,290,000.00, to pay for additional services provided during the extended term of said Agreement. Said total compensation shall be allocated among all Consultants selected by the City, at the City's sole discretion. 3. Except as hereinabove modified, all terms and conditions of said Agreement shall remain in full force and effect. 25F-5 IN WITNESS WHEREOF, the parties hereto have executed this Fourth Amendment to Agreement on the date and year first written above. ATTEST: CITY OF SANTA ANA MARIA D. HUIZAR Clerk of the Council PAUL M. WALTERS City Manager APPROVED AS TO FORM: By: CONCORDE CONSULTING, INC. Laura Sheedy Assistant City Attorney (NAME) (Title) 25F-6 25F-7 FOURTH AMENDMENT TO AGREEMENT T THIS FOURTH AMENDMENT TO AGREEMENT, is entered into on August 20, 2012, by and between SOFTMASTER, INC, a California corporation (hereinafter "Consultant"), and the City of Santa Ana, a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California (hereinafter "City"). RECITALS: A. The parties entered into Agreement # A-2007-145, dated June 18, 2007, (hereinafter "said Agreement") by which Consultant has provided temporary technical personnel to assist the City's Information Technology department with various projects and on a consulting basis. B. The parties executed Amendments dated October 6, 2008, September 8, 2009, and December 20, 2010, by which the term was extended and compensation added to pay for services during the extended term. C. In accordance with the terms and conditions of said Agreement, the parties wish to again extend the term of said Agreement by providing compensation to pay for services during the extended term. WHEREFORE, in consideration of the covenants contained in said Agreement, and subject to all the terms and conditions of said Agreement, except those amended in this Fourth Amendment to Agreement, the parties agree as follows: Section 3, TERM, shall be deleted in its entirety and replaced with the following: "The term of said Agreement shall commence July 1, 2007 and terminate on expenditure of allocated funds, unless earlier terminated in accordance with Section 13, below." 2. Section 4, "COMPENSATION", shall be amended to increase total compensation by $3,290,000.00, to pay for additional services provided during the extended term of said Agreement. Said total compensation shall be allocated among all Consultants selected by the City, at the City's sole discretion. 3. Except as hereinabove modified, all terms and conditions of said Agreement shall remain in full force and effect. /// 25F-8 IN WITNESS WHEREOF, the parties hereto have executed this Fourth Amendment to Agreement on the date and year first written above. ATTEST: CITY OF SANTA ANA MARIA D. HUIZAR Clerk of the Council PAUL M. WALTERS City Manager APPROVED AS TO FORM: By: SOFTMASTER, INC. Laura Sheedy Assistant City Attorney (NAME) (Title) 25F-9 25F-10 FOURTH AMENDMENT TO AGREEMENT THIS FOURTH AMENDMENT TO AGREEMENT, is entered into on August 20, 2012, by andT between THE COMDYN GROUP, INC, a California corporation (hereinafter "Consultant"), and the City of Santa Ana, a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California (hereinafter "City"). RECITALS: A. The parties entered into Agreement # A-2007-147, dated June 18, 2007, (hereinafter "said Agreement") by which Consultant has provided temporary technical personnel to assist the City's Information Technology department with various projects and on a consulting basis. B. The parties executed Amendments dated October 6, 2008, September 8, 2009, and December 20, 2010, by which the term was extended and compensation added to pay for services during the extended term. C. In accordance with the terms and conditions of said Agreement, the parties wish to again extend the term of said Agreement by providing compensation to pay for services during the extended term. WHEREFORE, in consideration of the covenants contained in said Agreement, and subject to all the terms and conditions of said Agreement, except those amended in this Fourth Amendment to Agreement, the parties agree as follows: 1. Section 3, TERM, shall be deleted in its entirety and replaced with the following: `'The term of said Agreement shall commence July 1, 2007 and terminate on expenditure of allocated funds, unless earlier terminated in accordance with Section 13, below." 2. Section 4, "COMPENSATION", shall be amended to increase total compensation by $3,290,000.00, to pay for additional services provided during the extended term of said Agreement. Said total compensation shall be allocated among all Consultants selected by the City, at the City's sole discretion. 3. Except as hereinabove modified, all terms and conditions of said Agreement shall remain in full force and effect. 25F-11 IN WITNESS WHEREOF, the parties hereto have executed this Fourth Amendment to Agreement on the date and year first written above. ATTEST: CITY OF SANTA ANA MARIA D. HUIZAR Clerk of the Council PAUL M. WALTERS City Manager APPROVED AS TO FORM: By: THE COMDYN GROUP Laura Sheedy Assistant City Attorney (NAME) (Title) 25F-12 FOURTH AMENDMENT TO AGREEMENT T THIS FOURTH AMENDMENT TO AGREEMENT, is entered into on August 20, 2012, by and between TELFORDS, a partnership (hereinafter "Consultant"), and the City of Santa Ana, a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California (hereinafter "City"). RECITALS: A. The parties entered into Agreement # A-2007-146, dated June 18, 2007, (hereinafter "said Agreement") by which Consultant has provided temporary technical personnel to assist the City's Information Technology department with various projects and on a consulting basis. B. The parties executed Amendments dated October 6, 2008, September 8, 2009, and December 20, 2010, by which the term was extended and compensation added to pay for services during the extended term. C. In accordance with the terms and conditions of said Agreement, the parties wish to again extend the term of said Agreement by providing compensation to pay for services during the extended term. WHEREFORE, in consideration of the covenants contained in said Agreement, and subject to all the terms and conditions of said Agreement, except those amended in this Fourth Amendment to Agreement, the parties agree as follows: Section 3, TERM, shall be deleted in its entirety and replaced with the following: "The term of said Agreement shall commence July 1, 2007 and terminate on expenditure of allocated funds, unless earlier terminated in accordance with Section 13, below." 2. Section 4, "COMPENSATION", shall be amended to increase total compensation by $3,290,000.00, to pay for additional services provided during the extended term of said Agreement. Said total compensation shall be allocated among all Consultants selected by the City, at the City's sole discretion. 3. Except as hereinabove modified, all terms and conditions of said Agreement shall remain in full force and effect. 25F-13 IN WITNESS WHEREOF, the parties hereto have executed this Fourth Amendment to Agreement on the date and year first written above. ATTEST: MARIA D. HUIZAR Clerk of the Council APPROVED AS TO FORM: By: CITY OF SANTA ANA PAUL M. WALTERS City Manager TELFORDS Laura Sheedy Assistant City Attorney (NAME) (Title) 25F-14