HomeMy WebLinkAboutDS Server Administration Support Services____________________________________________________________________________________
FOR CITY CLERK ONLY
File No.: 4-3-842
Council Meeting: 07/15/2019
Disposition: Resolution 14695
Agenda Item No: 4.g
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: SERVER ADMINISTRATION SUPPORT SERVICES
SUBJECT: RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE AN AMENDMENT
TO THE PROFESSIONAL SERVICES AGREEMENT WITH INSITE NETWORKS, INC.,
FOR SERVER ADMINISTRATION SUPPORT SERVICES THROUGH OCTOBER 31,
2019, WITH AN ADDITIONAL COMPENSATION AMOUNT OF $95,000; 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 INsite Networks, Inc., for server administration support
services through October 31, 2019, with an additional compensation amount of $95,000; 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: INsite Networks, Inc. (INsite Networks) has provided a variety of technical services to
the City since 2015. Their primary contribution has been to augment City staff where additional capacity
is needed for our technical support desk or when specialized skills are not available in-house to ensure
that our network infrastructure is properly maintained. They have also participated in many significant
projects such as the upgrade of all City computers to replace the Windows XP operating systems,
implementation of virtual server technology, migration of the City’s email environment to Office 365, and
installation of technology to support opening the new Fire Station 52. INsite Networks has been a key
partner for many of the City’s technology-related projects.
INsite Networks’ current Professional Services Agreement was approved by the City Council on February
19, 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 technical
support services. These services include, but are not limited to, the following:
• Respond to technical support requests submitted by City staff
• Manage user accounts for computer, telephone, and other networked systems
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2
• Troubleshoot, maintain, and manage the City’s Office 365 environment
• Configure and install small computer hardware, software, and peripherals
• Assist with the acquisition of hardware and software as needed
• Provide service and repair as necessary with timely response
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 INsite Networks, in the next 2
to 3 months. But staff believes the new support vendor will take some time to fully take over the operation
and that INsite Networks’ services will be needed during the transition period. Staff expects the transition
can be made by October 31, 2019.
Tak ing into consideration the City’s needs for a seamless transition, staff recommends amending the
current agreement with INsite Networks to extend through October 31, 2019, with additional
compensation of $95,000. 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 $23,500 per month.
FISCAL IMPACT: The cost of the proposed amendment is $95,000. 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 $141,000. Funds are budgeted and available in the FY 2019-20 Department of Digital Service
and Open Government operating budget, in Technology Fund 601.
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 Agreement for Server Administration Support Services
Page 1 of 2
RESOLUTION NO. 14695
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 INSITE NETWORKS, INC. TO PROVIDE SERVER
ADMINISTRATION SUPPORT SERVICES THROUGH OCTOBER 31, 2019, WITH AN
ADDITIONAL COMPENSATION AMOUNT OF $95,000; AND DELEGATING
LIMITED AUTHORITY TO EXTEND THE AGREEMENT ON A
MONTH-TO-MONTH BASIS THEREAFTER
WHEREAS, the City of San Rafael requires assistance with responding to technical
support requests as well as the administration and maintenance of its server computers
(“server administration support services”); and
WHEREAS, INsite Networks, Inc. (“INsite Networks”) is experienced in providing
server administration support and other technical services and has satisfactorily provided
those services to the City under an “Agreement for Server Support Services” dated
February 19, 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 INsite Networks to continue to provide technical
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 in the amount of up to $141,000 are budgeted and available
in the FY 2019-20 Department of Digital Service and Open Government operating budget,
in Technology Fund 601;
NOW, THEREFORE BE IT RESOLVED, that the City Council hereby authorizes the
City Manager to execute an amendment to the Agreement for Server Support Services with
INsite Networks, 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 $95,000.
BE IT FURTHER RESOLVED, that the City Council authorizes the City Manager to
further extend the Agreement for Server Administration Support Services on a month-by-
month basis through December 31, 2019 with additional compensation not to exceed
$23,500 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 SERVER
ADMINISTRATION SUPPORT SERVICES
THIS FIR T AMENDMENT to Agreement for Administration Support Services is made and
entered into this_ day of July 2019, by and between the CITY OF SAN RAFAEL (hereinafter "CITY"),
and INSITE NETWORKS, INC., (hereinafter "CONTRACTOR").
WHEREAS, the CITY and the CONTRACTOR entered into an original "Agreement for
Server Administration Support Services" dated February 19, 2019 (the "Agreement"), with the initial
term beginning on February 1, 2019, and ending on June 30, 2019 for an amount not to exceed $160,000;
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 $95,000 for an additional four (4)
months of server administration support services described in Exhibit "A" to the Agreement, for a
total compensation amount under the Agreement not to exceed $255,000.
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 19, 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
JIM C TZ, City Mana
ATTEST:
LINDSAY LARA, City Clerk
,-1- 3 -- s4 -i-
CONTRACTOR
By:
Name: Kirk Hyl
Title:
President
[If Contractor is a corporation, add signature of second
corporate officer]
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APPROVED AS TO FORM:
ROBERT F. EPSTEIN, Ci Attorne�
Signature:
Signature:
Email: khylan@insitenet.net Email: robertb@cityofsanrafael.org
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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 & Open Government
Project Manager: Christine Foster Extension: 3050
Contractor Name: Insite Networks, Inc.
Contractor's Contact: Kirk Hylan Contact's Email: khylan@insitenet.net
❑ FPPC: Check if Contractor/Consultant must file Form 700
Step
RESPONSIBLE
DESCRIPTION
COMPLETED
REVIEWER
DEPARTMENT
DATE
Check/Initial
1
Project Manager
a. Email PINS Introductory Notice to Contractor
N/A
❑
6/3/2019
b. Email contract (in Word) and attachments to City
Attorney c/o Laraine.Gittens@cityofsanrafael.org
❑x
2
City Attorney
a. Review, revise, and comment on draft agreement
6/12/2019
® LG
and return to Project Manager
6/12/2019
❑x LG
b. Confirm insurance requirements, create Job on
PINS, send PINS insurance notice to contractor
3
Department Director
Approval of final agreement form to send to
Click or tali
❑
contractor
to enter a.
date.
4
Project Manager
Forward three (3) originals of final agreement to
Click here to
contractor for their signature
enter a date.
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
71
agreement
8
City Attorney
Review and approve insurance in PINS, and bonds
1 /2-91
Q �,
(for Public Works Contracts)
9
City Manager/ Mayor
Agreement executed by City Council authorized
official
10
City Clerk
Attest signatures, retains original agreement and/
forwards copies to Project Manager
30 (�
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