HomeMy WebLinkAboutItem 09b - IT Support Services Contract Extension
STAFF REPORT
ADMINISTRATIVE SERVICES DEPARTMENT
DATE: September 15, 2026
TO: Honorable Mayor and City Council
FROM: Henry Chen, Administrative Services Director
By: Wilson Luo, Information Technology Manager
SUBJECT: PROFESSIONAL SERVICES AGREEMENT EXTENSION WITH SDI PRESENCE
INC. FOR INFORMATION TECHNOLOGY SUPPORT SERVICES THROUGH
NOVEMBER 30, 2026.
CEQA: Not a Project
Recommendation: Approve
SUMMARY
The City’s current Information Technology (“IT”) Support Services agreement with SDI
Presence Inc. (“SDI”) is scheduled to expire on September 30, 2026. In May 2026, a
Request for Proposals (“RFP”) for IT support services was issued, and six (6) proposals
were received. Given the complexity and critical nature of the services provided,
additional time is required for the evaluation, negotiation, and execution of a new
agreement. To ensure continuity of essential IT services and avoid any interruption
in support during this process, Staff is recommending an extension of the existing
agreement with SDI through November 30, 2026.
DISCUSSION
As part of the evaluation of the proposals received for IT support services, additional
consideration has been given to the service levels and customer service expectations
that will be established under the new agreement. Given the scope and importance
of the City’s IT environment, it is essential that the selected service provider be
capable of meeting the City’s current and anticipated IT support needs while
maintaining a consistent and appropriate level of service.
Therefore, additional time is being taken to conduct further discussions with the
proposing firms regarding customer service expectations and the level of service to
PSA Extension with SDI Presence Inc. for IT Support Services
September 15, 2026
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be provided under a new agreement. These discussions are intended to further
clarify expectations related to responsiveness, communication, issue resolution, and
overall customer support. The additional due diligence will provide an opportunity
for service levels and contractual commitments to be more thoroughly evaluated to
ensure that the final agreement is aligned with the City’s expectations.
To ensure continuity of IT support services during this period and avoid any
disruption to City operations, Staff is recommending approval of an extension to the
existing Professional Services Agreement with SDI Presence Inc., through November
30, 2026.
ENVIRONMENTAL ANALYSIS
The proposed action does not constitute a project under the California
Environmental Quality Act (“CEQA”), under Section 15061(b)(3) of the CEQA
Guidelines, as it can be seen with certainty that it will have no impact on the
environment.
FISCAL IMPACT
Funding for IT support services is included in the Fiscal Year 2026–27 Operating
Budget, no additional appropriation is needed.
RECOMMENDATION
It is recommended the City Council determine that this action is not a project under
the California Environmental Quality Act (“CEQA”); and approve and authorize the
City Manager to execute an extension to the Professional Services Agreement with
SDI Presence Inc. for information technology support services through November 30,
2026, with no other changes in terms.