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
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CONTRACTOR
BY:
Name: David Cooper
Title: Owner
[If Contractor is a corporation, add signature of second
corporate officer]
By:
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APPROVED AS TO FORM: Name: Wesley Li g
Title: COO
ROBERT R EPS 'EIN, Ci Attom
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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
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City Attorney
agreement
Review and approve insurance in PINS, and bonds
8
(for Public Works Contracts)
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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
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