Westminster City Council
SUBJECT
Title
Approval of Amendment No. 2 to the Agreement with SDI Presence, LLC for Continued Provisions of Citywide Information Technology Consulting Services in Fiscal Year 2024-2025.
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From: Darin Lenyi, Chief of Police
Requested by: Administration
Prepared by: Karla Santillan, Business Services Manager
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RECOMMENDED ACTION
Recommendation
A. Approve the Amendment No. 2 to the Agreement with SDI Presence, LLC, for continued provision of Citywide Information Technology Consulting Services in Fiscal Year 2024-2025, in an amount not to exceed $161,216; and
B. Authorize the City Manager or her designee to execute Amendment No. 2 to the Agreement in a form approved by the City Attorney.
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BACKGROUND
On October 12, 2022, the City Council approved the initial agreement with SDI Presence, LLC for the provision of citywide information technology consulting services. On September 27, 2023, the City Council approved the 1st amendment to the agreement with SDI. The 1st amendment will expire on October 30, 2024.
SDI is an IT Consultancy and Managed Services firm that helps public sector clients enhance their use of technology. SDI has worked with more than 180 local government agencies, completing IT and Network Assessments, IT, GIS, SCADA, CAD Management and Managed Services, IT Service Level Assessments, Policy and Procedure Development, Project Management, Technology Procurement and Selection, and Implementation Support Services. They also have extensive experience with public safety software and systems. They have contracted with the cities of Los Alamitos, Laguna Beach, Alhambra, and Arcadia.
As large-scale technology projects are typically cost-prohibitive for cities to otherwise undertake, the City’s allocated ARPA funds make it possible to continue work on the following projects:
1. Implement and upgrade current hardware and software based cybersecurity measures, to meet or exceed industry standards of citywide data breach defenses.
2. Upgrades to critical infrastructure software systems relied upon in the execution of daily City operations.
3. The rollout of the new Windows 10 environment.
4. Testing and deployment utilizing Cisco systems to conduct Office 365 integration.
5. Testing and deployment of Multi-Factor Authentication required by the Department of Justice
6. Wi-Fi installation at the City’s offsite locations (e.g. Chamber of Commerce).
Information Technology Staffing Challenges
The Information Technology Division in the City had undergone departures of key personnel in the last year. This year the City hired a new IT Manager however, there is still a position within the IT Division that is currently vacant. Recruitment for this vacancy is still pending. SDI Presence has been invaluable in supplementing IT’s services and managing project completion. SDI Presence has also assisted the new IT Manager with providing historical information and previously reported issues and needs.
The following systems are used daily throughout the City and are managed and regularly maintained by the IT Division:
1. Tyler EnerGov/Munis - Finance, business management, and community development software, permitting software, code enforcement, inspections, business licensing, compliance, maintenance, and work orders, utility billing, and parks & recreation management modules
2. ActiveNet - Facility, registration, and membership management software utilized by Community Services
3. Cisco Unity - Unified messaging and voicemail solution with flexible message access options
4. VMWare Horizon - Modern platform for running and delivering virtual desktops and apps across the hybrid cloud
5. VMWare - Cloud computing and virtualization
6. Office365 - Products and services beyond the core Microsoft Office software family (including cloud-based productivity tools and artificial intelligence features)
7. Cybersecurity - Cyber tools and techniques to protect data, implement strategies to employ strong authorization and access controls
8. Sharepoint Maintenance - Secure place to store, organize, share, and access information from any device
9. ESRI GIS - Geographic Information System (GIS) software, location intelligence, and scalable digital mapping and analytics.
10. Public Records Requests - Utilize technology search tools and the Everlaw software system to comply with the CA Public Records Request Act unless exempt from disclosure by law
11. Applications Support for Automated Reports Generation for Planning and Code Enforcement
12. Animal Control Pet Licensing and Billing Software
13. Alliance 911 Dispatch and Records Management System
14. Police Mobile Data Terminals Support (Patrol car laptops)
FISCAL IMPACT
The not-to-exceed amount to provide these services is $161,216 for one year. Approval of this item would extend the contract one additional year. The remaining ARPA project funds allocated to Infrastructure and Technology are available in Fiscal Year 2024-2025 in Account no. 21500-48000-212305.
LEGAL REVIEW
The City Attorney’s Office has reviewed as to form.
CONCLUSION
The approval of the amendment with SDI Presence, LLC will allow the city to continue improving and strengthening the City’s infrastructure.
ATTACHMENTS
1. Second Amendment to Professional Services Agreement with SDI Presence, LLC
2. First Amendment To Professional Services Agreement with SDI Presence, LLC.
3. Professional Services Agreement with SDI Presence, LLC.
REVIEWED BY
Erin Backs, Finance Director
Christian Bettenhausen, City Attorney
Christine Cordon, City Manager