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HomeMy WebLinkAboutDS Network Support Services____________________________________________________________________________________ FOR CITY CLERK ONLY File No.: 4-3-799 Council Meeting: 07/15/2019 Disposition: Resolution 14696 Agenda Item No: 4.h Meeting Date: July 15, 2019 SAN RAFAEL CITY COUNCIL AGENDA REPORT Department: DIGITAL SERVICE AND OPEN GOVERNMENT Prepared by: Gus Bush, Technology Ops Mgr City Manager Approval: ______________ TOPIC: NETWORK SUPPORT SERVICES SUBJECT: RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE AN AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT WITH MARINIT, INC., TO PROVIDE NETWORK SUPPORT SERVICES THROUGH OCTOBER 31, 2019, WITH AN ADDITIONAL COMPENSATION AMOUNT OF $150,000; AND DELEGATING LIMITED AUTHORITY TO EXTEND THE AGREEMENT ON A MONTH-TO-MONTH BASIS THEREAFTER RECOMMENDATION: Adopt a resolution authorizing the City Manager to execute an amendment to the Professional Services Agreement with MarinIT, Inc., to provide network support services through October 31, 2019 with an additional compensation amount of $150,000; and delegating to the City Manager additional limited authority to extend the Agreement on a month-to-month basis thereafter if deemed necessary to ensure a successful transition to a new support vendor. BACKGROUND: MarinIT, Inc. (MarinIT) provides a wide array of services to customers throughout the San Francisco Bay Area, including several public agencies in Marin County. For example, MarinIT provides technical support to the County of Marin to assist with maintaining the Marin Information and Data Access System (MIDAS) network. This communication network provides the City's primary connection to the public Internet as well as secure connectivity to the Marin County Sheriff’s network and those of other local governments. The City first began working with MarinIT in 2008, to provide network support services for daily help desk operations as well as for special projects. Over the years, MarinIT has supported the City’s efforts to upgrade networks for the Police Department, library, and parking services as well as to upgrade communication links for all City fire stations, install new Wi-Fi access points for all major City facilities, implement virtual server technology, and complete various upgrades to security and mobility systems. MarinIT also participated in the installation of a specialized computer network to manage traffic control systems that support the Sonoma-Marin Area Rail Transit (SMART) and is helping design the network for the City’s new Public Safety Center. They have been a crucial partner for many of the City’s technology-related projects. SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2 MarinIT’s current Professional Services Agreement was approved by the City Council on February 4, 2019, and expires on June 30, 2019. ANALYSIS: The Department of Digital Service and Open Government is responsible for providing oversight of the City’s network infrastructure. As such, there is a continued need to procure network support services. These services include, but are not limited to, the following: • Provide computer technical support for City staff • Troubleshoot, maintain, and manage the network • Troubleshoot and maintain hardware and peripherals • Maintain upgrades for software and operating system • Assist with the acquisition of hardware and software as needed • Assist or manage the installation of such hardware and software as needed • Provide service and repair as necessary with timely response • Monitor network performance. The City is currently reviewing proposals submitted by several vendors in response to a Request for Proposals for Managed Technology Services. The intent is for the vendor that is awarded this contract to take over all technology support services, including those provided by MarinIT, in the next 2-3 months. But staff believes the new support vendor will take some time to fully take over the operation and that MarinIT’s services will be needed during the transition period. Staff expects the transition can be made by October 31, 2019. Taking into consideration the City’s needs for a seamless transition, staff recommends amending the current agreement with MarinIT to extend through October 31, 2019, with additional compensation of $150,000. However, in order to provide staff with flexibility in case the transition period takes longer, staff recommends that the City Council delegate authority to the City Manager, in his discretion, to further extend the agreement for services on a month-by-month basis through December 31, 2019, with compensation not-to-exceed $37,500 per month. FISCAL IMPACT: The cost of the proposed amendment is $150,000. In the event the City Manager were to deem it necessary to extend the agreement, the total compensation through December 31, 2019 would not exceed $225,000. Funds are budgeted and available in the FY 2019-20 Department of Digital Service and Open Government operating budget as follows: Technology Fund (up to $201,000) and Telecommunications Fund (up to $24,000). OPTIONS: The City Council has the following options to consider on this matter: 1. Adopt resolution as proposed. 2. Adopt resolution with modifications. 3. Direct staff to return with more information. 4. Take no action. RECOMMENDED ACTION: Adopt the resolution as proposed. ATTACHMENTS: 1. Resolution 2. First Amendment to Professional Services Agreement for Network Support Services Page 1 of 2 RESOLUTION NO. 14696 RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL AUTHORIZING THE CITY MANAGER TO EXECUTE AN AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT WITH MARINIT, INC., TO PROVIDE NETWORK SUPPORT SERVICES THROUGH OCTOBER 31, 2019, WITH AN ADDITIONAL COMPENSATION OF $150,000; AND DELEGATING LIMITED AUTHORITY TO EXTEND THE AGREEMENT ON A MONTH-TO-MONTH BASIS THEREAFTER WHEREAS, CITY requires network support services to maintain inter-building and inter-agency communication links, to provide day-to-day help desk assistance, and to complete various technology projects (“network support services”); and WHEREAS, MarinIT, Inc. (“MarinIT”) is experienced in providing network support services and has satisfactorily provided those services to the City under an “Agreement for Network Support Services” dated February 4, 2019 (the “Agreement”); and WHEREAS, the term of the Agreement expires on June 30, 2019 and the City desires to extend the term to authorize MarinIT to continue to provide network support services to the City; and WHEREAS, the City expects that services from MarinIT will only be required for four additional months, through October 31, 2019; however, the City Council wishes to provide staff with some flexibility to extend the term if necessary to ensure a successful transition to a new support vendor; and WHEREAS, City funds are budgeted and available in the FY 2019-20 Department of Digital Service and Open Government operating budget as follows: Technology Fund (up to $201,000) and Telecommunications Fund (up to $24,000); NOW, THEREFORE BE IT RESOLVED, that the City Council hereby authorizes the City Manager to execute an amendment to the Agreement for Network Support Services with MarinIT, Inc., subject to final approval as to form by the City Attorney, to extend the term of the Agreement through October 31, 2019 with additional compensation payable in an amount of 150,000. BE IT FURTHER RESOLVED, that the City Council authorizes the City Manager to further extend the Agreement for Network Support Services on a month-by-month basis through December 31, 2019 with additional compensation not to exceed $37,500 per month, if he determines, in his discretion, that additional services are needed to ensure a successful transition to a new support vendor. I, Lindsay Lara, Clerk of the City of San Rafael, hereby certify that the foregoing Resolution was duly and regularly introduced and adopted at a regular meeting of the San Rafael City Council held on Monday, the 15th day of July 2019, by the following vote: Page 2 of 2 AYES: COUNCILMEMBERS: Bushey, Colin, Gamblin, McCullough & Mayor Phillips NOES: COUNCILMEMBERS: None ABSENT: COUNCILMEMBERS: None LINDSAY LARA, City Clerk FIRST AMENDMENT TO AGREEMENT FOR PROFESSIONAL SERVICES FOR NETWORK SUPPORT SERVICES THIS FIRST AMENDMENT is made and entered into this I dad of July 2019, by and betx�cen the CITY OF SAN RAFAEL (hereinafter "CITY"), and MARIN IT, INC., (hereinafter "CONTRACTOR"). WHEREAS, the CITY and the CONTRACTOR entered into an original Agreement for Professional Services for Network Support Services dated February 4, 2019 (the "Agreement"). with the initial term beginning on February 1. 2019, and ending on June 30. 2019: and WHEREAS, the parties wish to extend the term of the Agreement for an additional four (4) months. through October 31. 2019 so that CONTRACTOR can continue to provide the services as described in Exhibit "A" of the Agreement. NOW, THEREFORE, the parties hereby agree to amend the Agreement as follows: 1. Section 4 of the Agreement, entitled "COMPENSATION" is hereby amended to include additional compensation payable to CONTRACTOR in the amount of $150,000 for an additional four (4) months of network support services described in Exhibit "A" to the Agreement, for a total compensation amount under the Agreement not to exceed $319,000. 2. Section 5 of the Agreement, entitled "TERM OF AGREEMENT" is hereby amended to extend the term of the Agreement to end on October 31, 2019. 3. Except as amended herein, all terms of the Agreement as executed on February 4, 2019 shall remain in full effect. IN WITNESS WHEREOF, the parties have executed this First Amendment as of the day, month and year first above written. CITY OF SAN RAFAEL 4HUZ, City Manag ATTEST: LINDSAY LARA, City Clerk H -3 -7qq CONTRACTOR BY: Name: David Cooper Title: Owner [If Contractor is a corporation, add signature of second corporate officer] By: 'l APPROVED AS TO FORM: Name: Wesley Li g Title: COO ROBERT R EPS 'EIN, Ci Attom RAP, i 2 �0 wITH p �`y CONTRACT ROUTING FORM INSTRUCTIONS: Use this cover sheet to circulate all contracts for review and approval in the order shown below. TO BE COMPLETED BY INITIATING DEPARTMENT PROJECT MANAGER: Contracting Department: Digital Services Project Manager: Christine Foster Extension: 3050 Contractor Name: Marin IT Contractor's Contact: Jude Radeski Contact's Email: jude@marinit.com ❑ FPPC: Check if Contractor/Consultant must file Form 700 Step RESPONSIBLE DESCRIPTION COMPLETED REVIEWER DEPARTMENT a. Email PINS Introductory Notice to Contractor DATE Check/Initial 1 Project Manager N/A ❑ 6/3/2019 b. Email contract (in Word) and attachments to City Attorney c/o Laraine.Gittens@cityofsanrafael.org 2 City Attorney a. Review, revise, and comment on draft agreement 6/12/2019 ® LG and return to Project Manager 6/12/2019 ® LG b. Confirm insurance requirements, create Job on Department Director PINS, send PINS insurance notice to contractor ® CF 3 Approval of final agreement form to send to 7/22/2019 Project Manager contractor Forward three (3) originals of final agreement to 4 7/23/2019 contractor for their signature 5 Project Manager When necessary, contractor -signed agreement ❑ N/A agendized for City Council approval * *City Council approval required for Professional Services ❑ Agreements and purchases of goods and services that exceed Or $75,000; and for Public Works Contracts that exceed $175,000 7/15/2019 Date of City Council approval PRINT CONTINUE ROUTING PROCESS WITH HARD COPY 6 Project Manager Forward signed original agreements to City CF Attorney with printed copy of this routing form 7 City Attorney Review and approve hard copy of signed I (Ju City Attorney agreement Review and approve insurance in PINS, and bonds 8 (for Public Works Contracts) `b 9 City Manager/ Mayor Agreement executed by City Council authorized l I City Clerk official 10 Attest signatures, retains original agreement and forwards copies to Project Manager i5 Zq V v '