PREPARED BY: J. kelly sessions DATE OF MEETING: 12/17/18
SUBJECT:
TITLE
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN PABLO AUTHORIZING THE CITY MANAGER TO (1) AMEND AN EXISTING FY 2017/18 PROFESSIONAL SERVICES AGREEMENT WITH CLIENTFIRST TO INCLUDE DESIGN AND PROCUREMENT SERVICES FOR A FIBER WIDE-AREA NETWORK IN AN AMOUNT NOT-TO-EXCEED $57,325 FOR A TOTAL CONTRACT AMOUNT OF $157,258; AND (2) WAIVE FORMAL BIDDING REQUIREMENTS
Label
CITY MANAGER RECOMMENDATION
Recommendation
Adopt Resolution
Body
Compliance statements
Upgrade City Computer Network Infrastructure (IT), Complete Transition to New Office Location (IT), Budget Spending Controls (All), and Increase Financial Transparency (Finance) are adopted policy items under the adopted FY 2018-21 City Council Priority Workplan, effective November 1, 2017.
CEQA Compliance Statement
This is not a project as defined by CEQA as a budget or financing mechanism pursuant to 14 Cal. Code of Regulations section 15378(b).
BACKGROUND
On November 16, 2017, the City issued a Request for Proposals (RFP) for consultant services to perform an information technology (IT) audit, assessment, recommendations, and strategic plan development. The City ultimately selected ClientFirst with a bid of $49,933 as providing the best value to the City, and the contract was executed under the City Manager’s signature authority of $50,000. In the course of ClientFirst executing their contract, the City became aware of the need for more focused design and planning at new City Hall, as well as the need to mitigate immediate risk in the current City Hall network. Staff proposed an expanded contract, including IT and audio-visual design for the new City Hall, development of the City’s storage area network (SAN), and implementation of a network log management system at an additional not-to-exceed cost of $50,000 (a total of $99,933), which City Council approved by Resolution 2018-069 on May 21, 2018.
During the scope of this second project, staff recognized an opportunity to create a communications system that would connect the various City facilities together in one uniform fiber network to address critical infrastructure needs of the current system, including improved reliability, speed, resiliency and security. Moreover, staff acknowledged that the network backbone could be leveraged to further the City Council’s goal of providing internet access to businesses and residents across the City to reduce the “digital divide.”
The initial RFP covered the IT Master Plan only. All the additional work since then has been completed incrementally by contract. This additional work would normally require a second RFP, being that it exceeds $25,000. In the course of work, however, ClientFirst has been onsite for approximately 13 work days, has gained a clear and solid understanding of City IT operations specifically, and has provided outstanding value and insight to the City. The City, therefore, requests that City Council waive formal bidding requirements on the basis of “specialized services.”
San Pablo Municipal Code section 3.16.110.B (Specialized Services Combined With Equipment and/or Products) allows formal bidding requirements to be waived for contracts involving the acquisition of intellectual property or other tangible products (collectively referred to as “products”) and the retention of specialized services, such as consulting, training, installing, maintaining or servicing the products, which are an integral or important part of the use, operation, or functionality of the products. The City has already made an investment of time and money in ClientFirst to improve the City network communications system, and it makes sense to continue building on this platform. Further, competitive bidding requirements may be dispensed if the public interest is better served by doing so, as where competitive bidding would not produce an advantage. (Graydon v. Pasadena Redevelopment Agency (1980) 104 Cal.App.3d 631; Los Angeles Dredging Co. v. Long Beach (1930) 210 Cal.348.) The exception may be invoked where the product or service contracted for is of unique value and may not be obtained elsewhere (Hodgeman v. City of San Diego (1942) 53 Cal.App.2d 610,618).
FISCAL IMPACT
The proposed ClientFirst contract for fiber design and procurement services would increase the current $99,933 contract by $57,325 to $157,258. Funding in the amount of $57,325 has been identified in the City Manager’s FY 2018/19 Contingency Account (100-1310-44444).
Per City Council Purchasing Guidelines, contingency funding of up to $15% ($8,598) would also be available for the contract if needed from the professional services account in the Citywide non-departmental budget (100-1430-43600), increasing total project authorization to $65,923 and total authorized spend with ClientFirst to $180,846. No additional appropriations are needed at this time.
ATTACHMENTS:
1. Proposed Second Amendment to ClientFirst Agreement
2. ClientFirst WAN Proposal
3. Resolution 2018-069 Approving ClientFirst Agreement Amendment
4. ClientFirst City Hall Design Proposal
5. ClientFirst Storage Area Network & Log Management Project Proposals
6. Contract with ClientFirst for IT Master Plan
7. ClientFirst Proposal for IT Master Plan
8. City RFP for IT Master Plan