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HomeMy WebLinkAboutItem 10i - GIS Consulting Services DATE: September 17, 2024 TO: Honorable Mayor and City Council FROM: Jason Kruckeberg, Assistant City Manager/Development Services Director Wilson Luo, Information Technology Manager SUBJECT: AMENDMENT TO THE EXISTING PROFESSIONAL SERVICES AGREEMENT WITH SDI PRESENCE LLC. TO PROVIDE GEOGRAPHIC INFORMATION SYSTEMS (“GIS”) CONSULTING AND RELATED TECHNICAL ASSISTANCE IN THE AMOUNT OF $126,000. CEQA: Not a Project Recommendation: Approve SUMMARY The current contract with the City’s Information Technology Support Services consulting firm, SDI Presence LLC. (“SDI”), is an annual contract in the amount of $430,392 for the current year. The Development Services Department is in need of specific technical consulting services in the areas of Geographic Information Systems (“GIS”), as well as support for Permit Tracking and Asset Management software. SDI provides consultants with this particular skill set but they are not currently part of the City’s Information Technology Contract. The most cost effective and efficient way to obtain this technical assistance is to add to the existing SDI contract. It is recommended that the City Council approve, authorize and direct the City Manager to execute an amendment to the existing Professional Services Agreement with SDI Presence LLC., for Geographic Information Systems consulting and related technical assistance in the amount of $126,000. BACKGROUND The City entered a five-year contract with SDI Presence LLC. (then known as Scientia Consulting Group) in 2019 to provide the City’s Information Technology Support Services (“IT”). This contract has recently been extended for another year (beginning on October 1, 2024) in the amount of $430,392. The City maintains a complex network, robust virtualization platform, and numerous databases that require complex programming and design capabilities. Currently, SDI provides a range of support services for IT and has been a valuable partner in moving the City forward from a technology standpoint. Not Professional Services Agreement for GIS September 17, 2024 Page 2 of 3 included in the current suite of services, however, is GIS support or dedicated support for the City’s Permit Tracking and Asset Management software. These are complicated platforms and require professional assistance to optimize their value. DISCUSSION The City utilizes GIS as a map base for its permit tracking and review process. Having the visual imagery and tools that GIS provides is essential to coordinated customer service delivery in the Development Services Department and Public Works Services Department. Permitting and City assets are mapped and tracked utilizing this system, and residents are able to view their property, submit permit applications, and enter into plan review using these systems. With the increasing reliance on GIS and its integration with the Energov permit tracking system, there is a clear need for dedicated support and oversight. To address this need, an augmentation to the existing IT contract with SDI is proposed to provide these services. SDI would now be responsible for providing comprehensive support for both the existing Citywide GIS and Energov permit tracking systems. Key responsibilities would include: • Regular updates and maintenance of the GIS and Energov systems to ensure data accuracy, integrity, and reliability. • Assisting various departments with their GIS and Energov needs; providing technical guidance and troubleshooting as required. • Providing technical support and assistance to users when the GIS or Energov systems encounter issues, promptly resolving any disruptions to operations. • Working with LA County, GIS providers, and Tyler Technologies on maintenance and advancement of the products. It is estimated that the staffing level necessary for this additional support is approximately 20 hours a week of consulting time, at an estimated cost of $121 per hour, for a total of $126,000 for the next year. It is more cost-efficient to utilize the City’s existing contract with SDI given there are no start-up costs, additional overhead costs, and the like. This project was approved as a New Program as part of the 2024-25 Fiscal Year Budget. In terms of funding these services, the City collects a Technology Fee that is added to all building permits. This fee is earmarked to pay for technology upgrades and technical assistance such as this project. The Technology Fee generates approximately $250,000 per year. It is recommended that the City Council approve, authorize and direct the City Manager to execute an amendment to the existing Professional Services Agreement with SDI Presence LLC., for Geographic Information Systems consulting and related technical assistance in the amount of $126,000. Professional Services Agreement for GIS September 17, 2024 Page 3 of 3 ENVIRONMENTAL ANALYSIS The proposed action does not constitute a project under the California Environmental Quality Act (“CEQA”), as it is deemed to have no impact on the environment. FISCAL IMPACT The current budget for SDI’s IT services is $430,392 for the coming year. This budget was approved through an amendment to the original contract, with the contract year beginning on October 1, 2024. The requested amendment, the second amendment, is to add GIS and related technical services for $126,000. This additional amount is proposed to be added into SDI’s budget following the October 1 start date. The $126,000 was specifically approved as a New Program by the City Council and added to the Fiscal Year 2024-25 Budget. If GIS and related services are desired to be retained for future years, these costs will be incorporated into the respective IT contract and will be subject to the annual budget process. RECOMMENDATION It is recommended that the City Council determine this action does not constitute a project under the California Environmental Quality Act (“CEQA”); and approve, authorize and direct the City Manager to execute an Amendment to the existing Professional Services Agreement with SDI Presence LLC. to provide Geographic Information Systems (“GSI”) consulting and related technical assistance in the amount of $126,000. Attachment: Proposed Amendment No. 2 to the Professional Services Agreement 1 AMENDMENT NO. 2 TO THE PROFESSIONAL SERVICES AGREEMENT FOR INFORMATION TECHNOLOGY SUPPORT SERVICE WITH SDI PRESENCE LLC. This Amendment No. 2 (“Amendment No. 2”) is hereby entered into on this _________day of October 2024, by and between the City of Arcadia, a charter city organized under the Constitution and laws of the State of California, and SDI PRESENCE LLC, an Illinois corporation, with respect to that certain Professional Services Agreement between the Parties dated September 17, 2019 (the “Agreement”). The Parties agree as follows: 1. Section 3.1.1 of the Agreement (General Scope of Services) is amended for the Current Term as shown in the attached Exhibit “A” 2. Section 3.3.1 of the Agreement (Compensation) is amended for the Current Term as referenced in the attached Exhibit “C”. 3. All of the remaining terms and provisions of the Agreement are hereby reaffirmed. [SIGNATURES ON NEXT PAGE] 2 In witness whereof the Parties have executed this Amendment No. 2 on the date set forth below. CITY OF ARCADIA SDI PRESENCE LLC. ____________________________ ________________________________ Dominic Lazzaretto Sharee Wolff City Manager Chief Financial Officer Date: _______________________ Date: ___________________________ ATTEST: ____________________________ ________________________________ City Clerk Linda Petty Chief Legal Officer/Secretary APPROVED AS TO FORM: CONCUR ____________________________ ________________________________ Michael J. Maurer Henry Chen City Attorney Director of Administrative Services 3 Exhibit "A" SCOPE OF SERVICES 1. WORK DEFINITION Consultants’ duties shall include, but are not limited to, planning, designing, developing, implementing, ‘ and performing a variety of project tasks to maintain the ongoing trouble- free operation of networking and MIS services on the City’s network; assisting or collaborating in technical studies that relate to the City’s information technology development; serving as a technical advisor for City projects that involve information technology operations; participating in the City’s information technology strategic planning process; and performing related duties as required. 2. MANAGEMENT INFORMATION SYSTEMS FUNCTIONS The Information Technology Management Services Division provides support for 10 City departments, covering many divisions: Administrative Services, City Manager, City Clerk, City Attorney, Development Services & Economic Development, Fire, Library & Museum Services, Police, Public Works Services and Recreation & Community Services. There are approximately 10 off-site locations with networked and DSL connected equipment: Three (3) Fire Stations, Library, Museum, Education Center, Public Works Services, Recreation & Community Services, Wilderness Park, and Dana Gym. 3. ESSENTIAL DUTIES Consultant will provide technically qualified professional(s) that will assist with maintenance of the City’s Management of the Information Technology Service needs. Vendor will assist with required MIS tasks pertaining to all the City departments. Typical tasks include, but are not limited to: • Installation and management of the entire network infrastructure (LAN and WAN), including all servers, switches, hubs, routers, modems, cabling, firewalls, e-mail system and data circuits. This includes network design, performance monitoring, analysis, tuning, troubleshooting, equipment configuration, testing, installation, de- installation, moves and changes. • Protect the City’s information from internal and external threats which include managing, and monitoring access to the City’s information technology environment, system level accounts, groups, usernames and passwords, application level access and the level of access, and hardware (where applicable) and software protection systems. Identify security risks, and recommend procedures to minimize or eliminate them, including user training and awareness of security issues. • Shall provide up-to-date information on all network and server Add/Remove/Changes and all network configurations, log- ons and passwords to City representative. • Support City’s emergency recovery plan. • Manage the City’s wireless infrastructure. 4 • Provide remote system monitoring in accordance with City policies and procedures. • Provide for after-hours calls with a response time within 2 hours of the time requested for emergencies. The City would prefer to have a response time within 1 hour when such calls come from the Police Department. • Assist with computer and printer hardware diagnostics support. • Assist with the necessary application software (both in-house developed software and purchased software) support. • Assist with installation/upgrade of necessary systems and application software at the workstations and servers including automated patch management for networked and standalone devices. • Provide database management support. • Assist with day-to-day MIS operations and functions such as computer support, backups, report distribution, etc. • Assist with evaluation and recommendations in regards to software and hardware purchases. Compile hardware and software upgrade schedules. Work with the City’s representative to recommend a budget for the purchase of equipment, supplies, and other products or services as needed and purchase of such equipment, supplies and products or services. • Assist with maintaining and verifying hardware/software inventory of the City’s computer systems. • Maintain all licensing agreements. • Assist with the evaluation and development of long-range information systems planning to meet the needs of the City. • Assist the City in selecting appropriate technology solution(s) and vendor(s) based on current market technologies and industry standards. • Assist with coordination with any third party vendor(s) with issues that pertain to Information systems/technology issues. • Work with the City’s representative to review information systems guidelines, policies and procedures. • Recommend, implement, and support E-GOV applications. • Develop, implement, manage and assist with a Helpdesk Management System to address the customer service needs of City staff. • Maintain the City’s network security and integrity. • Manage and maintain the Active Directory Management for four (4) separate domains. • Manage group policy setup/configurations, user profiles, maintain/monitor staff internet activity; grant/deny access, anti-virus system wide including investigation of virus activity & outbreaks • Manage and maintain the City’s website, Intranet site creations and daily updates, provide a system for HelpDesk support and tracking of requests. • Develop and manage computer equipment inventory lists and asset tracking including hardware replacement cycle. Manage and oversee transfer of all computer related equipment and hardware to surplus. • Install workstations, install required software, connect the computers and set up access to Network and applications. Install, repair or make arrangements for the repair of all City printers and other peripherals support. • Manage and maintain e-mail SPAM filter. 5 • Manage the storage management software. • Create system images of hard drives for future issues and updates. • Assist all users with any hardware/software necessary. • Manage, install and maintain older systems with newer versions of hardware/software as needed. • 24X7 support for all critical systems including Police and Fire Departments. • Manage and maintain all information technology issues for staff and public PC’s including the Museum, Senior Center, City Hall, Police, Fire, Recreation and Public Works Services. • Maintain and trouble shoot connections with the Los Angeles Sheriff’s Department data network and California Dept. of Justice in accordance with their requirements. • Maintain and manage VMWare software (virtual servers). • Management of offsite storage tracking and maintain back ups for all data at all city facilities. • Cable installation and relocation including troubleshooting cable and jack issues throughout the City including minor telephone issues. • Manage and maintain remote access support (VPN, OWA) for vendors and City staff. • Assist staff with system set ups for meetings and training sessions including the use of any software. Create tutorials for users on how to do requested tasks. • Develop and prepare Adhoc reports, Crystal reports programming for Cititech, custom reports for various departments. • Assistance with cellphone/smart phone troubleshooting. • Manage all applications such as PSNET, Laserfiche, HDL, Fire RMS, MS Office, etc. including SQL databases; database Administration, project management. • Coordinate and perform essential purchasing duties in accordance with established rules and regulations as it relates to information technology services. Prepare and submit information technology budget. • Regular updates and maintenance of the GIS and Energov systems to ensure data accuracy, integrity, and reliability. • Assist various departments with their GIS and Energov needs, providing technical guidance, and troubleshooting assistance as required. • Provide technical support and assistance to users when the GIS or Energov systems encounter issues, promptly resolving any disruptions to operations. • Work with LA County, GIS providers, and Tyler Technologies on maintenance and advancement of the products. Consultant will be involved in the planning, design, development, and implementation of IT projects at the City. Following the City's onboarding of a City-employed IT Manager, Consultant has worked cooperatively with the Manager, collaborating on daily, short term, and long-term projects and planning. • Establishes consistent system patching process. • Establishes consistent data backup schedule and verified restore capabilities. • Establishes a network DMZ to segment public-facing data/services from internal resources. • Improve network communication reliability. 6 • Improve server system reliability. • Remove significant number of unnecessary firewall exceptions. • Decommission unsupported operating systems and legacy equipment. Ongoing projects to improve system performance include, but are not limited to: • Enhancements of the information security posture. • Modernization and tuning of network infrastructure and equipment. • Modernization and tuning of desktop, server, and storage computing systems. • Enhancements of disaster recovery and continuity of operations capabilities. • Improve the resiliency of mission-critical data communications. • Exploring opportunities for cost savings through cloud/hosted solutions. 7 Exhibit “C” COMPENSATION The Agreement is amended to provide that the total compensation shall be increased for the Current Term, from October 1, 2024, through September 30, 2025, by a total of one hundred twenty six thousand dollars ($126,000) for additional Geographic Information Systems and related assistance.