03.05 Information Technology Services Agreement6. DISCUSSION AND BACKGROUND
Background
In April 2019, the City Council approved a plan to bring many of our IT functions in-house
after 35 years of outsourcing. As part of the plan, eight new full-time equivalent positions
were created, including Information Technology Manager, Information Technology
Project Manager, Network/Security Analyst, Systems Analyst, and four Information
Technology Specialists. Seven of these positions were filled by employees from the City's
previous contractor.
The plan envisioned that the City's staff would conduct higher level technical support,
business development support, and overall management of the City's IT infrastructure.
Help desk and desktop support is to be provided by an outside contractor.
Discussion
In May, with the assistance of SDI Presence, LLC, staff issued RFP 189-39 to procure
help desk and desktop support services. The RFP outlined the City's needs, but left it up
to the proposers to come up with a solution. Staff left the number of on-site staff open to
the proposers, with the exception of a requirement for one full-time on-site staff member
assigned to the Police Department.
As a result, we received proposals of varying levels of personnel and cost. Staff evaluated
the proposals based on technical qualifications (30%), responsiveness to proposal (30%),
company profile and references (30%), and fee schedule (10%). Below is a summary of
the firms that proposed, their first-year annual cost, number of on-site staff proposed (in
full-time equivalents - FTE), and additional notes applicable to the proposal:
First Year On-site Staff
Proposing Firm Cost Proposed Additional Notes
Flawless Fundamentals $253,000 3 FTE
Dav-Lear Systems $346,108 3 FTE Proposed with sub-
contractor
Avenu lnsiqhts & Analytics $349,625 3 FTE
Offered after-hours
Knight Communications $319,200 2 FTE support at no
additional cost
Scientia Consultlnq Group $270,048 2.14 FTE
X-Act Technology Solution $394,000 2 FTE Remote help desk -
not included in 2 FTE
lntratek Computer, Inc. $659,282 8 FTE
NOTE: lntratek's proposal was based on an answer to the Q&A provided by staff that the current IT staff
was a total of eight FTE's. They interpreted the need to be eight based on that answer and proposed
accordingly.
Of the proposals received, lntratek provided a much more comprehensive plan as to how
the services would be provided than any other proposer. Ad.ditionally, they had the most
experience with local government, including current contracts with the Orange County
Transportation Authority (OCTA) and the Orange County Fire Authority (OCFA). They
are local, having been located in Irvine for over 30 years. This provides flexibility to
quickly deploy staff and resolve any issues that may arise. The evaluation team agreed
ITEM 2 08/13/2019
that lntratek was the most qualified bidder. However, because of the dollar amount and
number of staff proposed, staff met with the team from lntratek to discuss their proposal
to ensure their understanding of the services needed.
Following this discussion, lntratek provided a revised proposal that included three full-
time staff on-site, consisting of a Senior Help Desk Technician and two Senior Desktop
Technicians. On a price per on-site FTE basis, lntratek was the second lowest bidder.
lntratek's proposed price for the service is as follows:
Year1 Year2 Year3 Year4 Years
9/1/2019- 7/1/2020 - 7/1/2021 - 7/1/2022- 7/1/2023 -
6/30/2020 6/30/2021 6/30/2022 6/30/2023 6/30/2024
Annual $236, 116.50 $291,840.00 $300,595.20 $309,613.06 $318,901.45
Monthly $23,611.65 $24,320.00 $25,049.60 $25,801.09 $26,575.12
NOTE: Years 4 and 5 are optional extension years.
Additionally, staff contacted lntratek's references, including OCTA, OCFA, and the City
of Charlotte, North Carolina. The feedback was very positive, stated that lntratek's onsite
staff is very professional and knowledgeable, and their management is responsive to any
issues that arise.
Based on lntratek's staff proposed, their knowledge, experience and longevity in local
government, their positive references, and competitive price, staff is recommending
approval of an Information Technology Services Agreement with lntratek for the period of
September 1, 2019 to June 30, 2022, with two optional extensions of up to one year
apiece, in the amounts listed above. The extensions, should the City decide to exercise
them, would. be brought before the City Council for approval as amendments to the
Agreement. In addition, the contract includes a clause that the services may be
terminated with 30 days notice.
7. ATTACHMENTS
• Information Technology Services Agreement with lntratek Computer, Inc.
• Request for Proposal #189-39
ITEM 3 08/13/2019