Meeting Date: May 8, Stephanie Hom, Administrative Services Director
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1 Town of Moraga Ordinances, Resolutions, Requests for Action Agenda Item XI. A TOWN OF MORAGA To: From: Subject: Request Honorable Mayor and Councilmembers Stephanie Hom, Administrative Services Director Meeting Date: May, 01 STAFF REPORT_ Adopt Resolution -01 Authorizing the Town Manager to Award a Contract to Silicon Connections, LLC for Managed Information Technology Services for a Three-Year Period with the Option to Extend Services for Two Subsequent Years Approve resolution authorizing the Town Manager to enter into a contract with Silicon Connections, LLC to serve as the Town of Moraga s information technology department and provide managed information technology services for a three-year period with the option to extend services for two subsequent years. Background Since 1, Silicon Connections has provided information technology services to the Town and served as the Town s information technology (IT department. On October 1, 01, staff released a Request for Qualifications (RFQ inviting consultants to respond to the RFQ for managed information technology services serving the Town s government organization. Responses to the RFQ were due and submitted by December, 01. The Town performed this RFQ process as a good government practice to test that the Town is receiving quality IT services and at the most reasonable costs. The Town s information technology needs cover a broad range of services including, but not limited to, network development and maintenance, PC (personal computer support, hardware and software upgrades and maintenance, security, backup, strategic planning, emergency preparedness and support, internet support, telecommunications, and website maintenance.
2 Discussion Through the RFQ process, staff affirms that Silicon Connections, LLC, based in Moraga, is providing the Town with high quality IT services, including the development and maintenance of its IT infrastructure and day-to-day support, within the Town s minimal government philosophy. Technology plays an integral and fundamental role in the Town s operational success. Any downtime to the IT infrastructure often translates to unproductive time at work. It is critical to properly maintain the Town s IT infrastructure by monitoring the day-to-day health of the infrastructure, and upgrading and replacing infrastructure as it becomes obsolete or unsupported. The RFQ process involved the review of responses received, an on-site assessment, and panel evaluation. The Town received responses to the RFQ from five ( firms as follows. It is worth noting that at least one firm declined to submit responses citing that the Town s IT budget was not adequate to meet the stated needs within the RFQ. 1., Inc. (Berkeley. Bay Computing Group (Concord. Lanlogic, Inc. (Livermore. Precision IT Consulting (Concord. Silicon Connections (Moraga The responses were evaluated in two phases as follows: Phase 1 considered the written proposals to determine which firms to invite for an oral interview. With the assistance of an outside, professional Information Technology Director from another local jurisdiction, staff considered the responses based on years of relevant experience, depth and breadth of resources, proposed scope of services, and cost. Three ( firms were invited to participate in an oral interview as follows: 1. Lanlogic, Inc. (Livermore. Precision IT Consulting (Concord. Silicon Connections (Moraga Phase of the evaluation process was conducted in two parts. First, each of the three firms were invited to conduct a site visit of the Town s IT infrastructure and exchange questions and answers with the current IT provider, Silicon Connections. Second, each firm was asked to present at the oral interview an assessment of the Town s IT infrastructure. The oral interviews were conducted on February, 01 and the interview panel consisted of three ( Town representatives from different departments (Town Clerk, Moraga Police, and Parks & Recreation and the Director of Information Technology from the City of Richmond, CA, who happens to reside in
3 the Lamorinda community. Each consultant was given the opportunity to present their assessment of the Town s IT infrastructure and operations, as well as answer a number of questions from the panel. The evaluation criteria included the consultant s relevant experience, resources and staffing, service delivery approach, customer service, and value/cost of services. Based on the evaluation process, the panel unanimously recommended Silicon Connections, LLC as the consultant to continue providing managed IT services for the Town of Moraga. The process demonstrated that Silicon Connections has developed and maintained a solid IT infrastructure for the Town s government organization, applying sound IT practices and systems, appropriate redundancy and security, and doing so at a very competitive and economical price. Silicon Connections has been providing IT services for the Town for over years. Silicon Connections has a high level of technical expertise, provides a wide range of services, and understands the Town s IT needs. Also, the firm operates with a philosophy of meeting these needs with a primary focus on cost savings. Consequently, Silicon Connections typically recommends only those technologies and services that are necessary unlike other firms that may frequently up-sell products and services that are not really needed. The objective of this report is to seek Town Council authority to enter into a contract with Silicon Connections, LLC for managed IT consulting services. On average, the Town spends about $,000 per year on IT consulting services. Silicon Connection s proposal is to continue providing these services at the same discounted price, with some reasonable increases built in for future years. The specific IT consulting services that would be covered under the contract include network development and maintenance, PC (personal computer support, hardware and software upgrades and maintenance, security maintenance, strategic planning, and emergency preparedness and support. In addition, the contract would cover the purchase and installation of hardware and software upgrades and replacements as quoted and approved by the Town. IT services that will continue to be provided under separate contractual agreement include the following: Utility-type Services Silicon Connections Managed Internet telephone services (phone system Internet Access Services (DSL, T1 Silicon Connections Online backup Comcast Business Internet services AT&T long distance phone services, fax lines Website Services Happy Pixel Studio, LLC website maintenance.
4 1 Fiscal Impact On average, the Town spends about $,000 per year on IT consulting services. Silicon Connection s proposal is to continue providing these services at the same discounted price, with some reasonable increases built in for years two and three, and no increases for optional years four and five of the contract. Table 1 illustrates the scope of services and pricing structure proposed for the contract between the Town and Silicon Connections, LLC. Table 1. Scope of Work and Compensation Consultant Service Year 1 Year Year Year Year IT Consulting Services // proactive infrastructure monitoring of over 0 service metrics and proactive service repair and dispatch, security monitoring and backup drive rotation and monitoring. Unlimited phone help desk services, on site or remote control help desk support and routine IT advisory services. $,000/ $,0/ $,00/ $,00/ $,00/ Equipment Purchases and Installation Software License Fees and Installation Special Project Service Per Quotation, as approved by the Town Per Quotation, as approved by the Town Per Quotation, as approved by the Town Total Not to Exceed $,000 $,00 $,00 $,00 $, Plus planned and emergency project costs per quotation and approved by the Town within the budget authority Table illustrates the hourly rate schedule that will be used to determine quotations for equipment and software and installation and special project services, as approved by the Town.
5 Table. Hourly Rate Schedule Consultant Service Year 1 Year Year Year Year IT Consulting Services for special project services. Unscheduled (emergency repair or dispatch services performed after hours, on weekends or holidays shall be billed at times the standard hourly rate. $1/hr (less 0% discount $/hr (less 0% discount $1/hr (less 0% discount $1/hr (less 0% discount $1/hr (less 0% discount For all IT related needs, the current FY 01/1 budget includes $,00 for costs related to the Town s IT department such as the managed IT consulting services that are the main subject of this report, internet services, online backup, managed telephone services, software licenses, website maintenance, and a small contingency for emergency repairs and replacements. The exception is that the costs for the replacement of personal computers/laptops have been charged to the respective departments because the Town does not currently have a centralized IT Infrastructure Upgrade and Replacement Program. Staff proposes to bring such a program to the Town Council as part of the Capital Improvement Program budget. Alternatives 1 Approve award of a contract to Silicon Connections, LLC for Managed Information Technology Services for a Three-Year Period with the Option to Extend Services for Two Subsequent Years Decline to award contract to Silicon Connections, LLC and provide alternate direction to staff. Recommendation Approve resolution authorizing the Town Manager to award a contract to Silicon Connections, LLC for Managed Information Technology Services for a three-year period with the option to extend services for two subsequent years. Report reviewed by: Jill Keimach, Town Manager Attachments: A. Resolution XX-01 Authorizing the Town Manager to Award a Contract to Silicon Connections, LLC for Managed Information Technology Services for a Three-Year Period with the Option to Extend Services for Two Subsequent Years
6 ATTACHMENT A Resolution -01 Authorizing the Town Manager to Award a Contract to Silicon Connections, LLC for Managed Information Technology Services for a Three-Year Period with the Option to Extend Services for Two Subsequent Years
7 BEFORE THE TOWN COUNCIL OF THE TOWN OF MORAGA In the matter of: Authorizing the Town Manager to Award a Contract to Silicon Connections, LLC for Managed Information Technology Services for a Three-Year Period with the Option to Extend Services for Two Subsequent Years Resolution No. xx - 01 WHEREAS, since 1, Silicon Connections, LLC has provided information technology services (IT to the Town; and WHEREAS, it is critical to the Town s operational success to properly maintain the Town s IT infrastructure by monitoring the day-to-day health of the infrastructure, and upgrading and replacing infrastructure as it becomes obsolete or unsupported; and WHEREAS, on October 1, 01, the Town released a Request for Qualifications (RFQ inviting consultants to respond to the RFQ for managed information technology services serving the Town s government organization; and WHEREAS, the Town performed this process as a good government practice to test that the Town is receiving quality IT services and at the most reasonable costs; and WHEREAS, the evaluation team unanimously recommended Silicon Connections, LLC as the consultant to continue providing managed IT services for the Town based on the consultant s relevant experience, resources and staffing, service delivery approach, customer service, and value/cost of services. NOW, THEREFORE, BE IT RESOLVED that the Town Council of the Town of Moraga hereby authorizes the Town Manager to award a contract to Silicon Connections, LLC for Managed Information Technology Services for a three-year period with the option to extend services for two subsequent years. PASSED AND ADOPTED by the Town Council of the Town of Moraga at a regular meeting held on May, 01 by the following vote: Attest: AYES: NOES: ABSTAIN: ABSENT: Dave Trotter, Mayor Marty C. McInturf, Town Clerk Resolution No. XX-01 1 May, 01
Meeting Date: March 12, 2014
Town of Moraga Agenda Item Consent 5 1 4 5 6 7 8 9 10 11 1 1 14 15 16 17 18 19 0 1 4 5 6 7 8 9 0 1 4 5 6 7 8 9 40 41 4 Meeting Date: March 1, 014 TOWN OF MORAGA STAFF REPORT To: Honorable Mayor and Councilmembers
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