5 Resolution Approving a Two (2) Year Professional Services Agreement for IT Contract Services and Authorizing the Interim City Manager to Execute Agreement with Selected Firm.

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Meeting Date; May 17, 2016

STAFF REPORT

AGENDA ITEM: Resolution Approving a Two (2) Year Professional Services Agreement for IT Contract Services and Authorizing the Interim City Manager to Execute Agreement with Selected Firm.

MEETING DATE: May 17, 2016

PREPARED BY: Odi Ortiz, Interim City Manager/Finance Director

REVIEWED BY: Jose M. Sanchez, City Attorney

RECOMMENDATION:

Adopt Resolution No. 2016- , authorizing the Interim City Manager to execute a two (2) year professional services agreement for IT Contract Services with selected firm.

BACKGROUND:

The City of Livingston has been outsourcing its IT Services through QuickPCs since January 10, 2005. Terms of agreement included an initial term of one (1) year with automatic one year renewals thereafter.

QuickPCs has been providing onsite coverage on Tuesdays to all City departments including Council meetings, remote support and assistance with related IT projects. Based on recent years’ actuals, the standard annual support service cost is approximately $79,400, depending on the volume of related equipment units covered.

Inventory count was estimated as follows: 105 desk top computers, 20-30 laptops, 5-10 IPads, 11 servers, and 20+ smart phones, 14 printers, etc. IT network locations included on contract are as follows: city hall, police department, council chambers, fire department, public works yard and sewer plant.

The City issued a request for proposals ("RFP") for IT Services on February 17, 2016, with a due date of March 16, 2016. The following three proposals were received; Mid Valley IT, TMPros, and MRC, Smart Technology Solutions.

Our current provider QuickPCs decided not to pursue this contract due to other business priorities.

A panel of five individuals was selected to evaluate the proposals. Three individuals on the panel had IT related background (education/certification) and two city management, including the Interim City Manager. All companies were invited to a one hour presentation before our panel on Friday April 18th

Our panel rated the candidates in the following areas: management approach & technical capabilities, personnel qualifications, organizational experience, past performance. After the one hour presentations, the top two candidates, Mid-Valley IT and TM Pros, were invited to perform an onsite visit to our facilities and assess the current inventory and network. This created an opportunity for prospective providers to better understand the City’s IT environment, outline possible improvements, and to possibly revise their original proposal.

In addition to this onsite assessment by candidates, management made an attempt to visit candidates’ regional offices within Merced County (if any) to assess their level of capabilities.

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ATTACHMENTS:

1. Firm Proposals

Mid Valley

2. Resolution No. 2016- Approving a Two (2) Year Professional Services Agreement for IT Contract Services and Authorizing the Interim City Manager to Execute Agreement

3. Professional Service Contract Template (Exhibit A)