Westminster City Council
SUBJECT
Title
Approval of Amendment No. 1 to the Professional Services Agreement with Infinity Technologies.
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From: Christine Cordon, City Manager
Requested by: Administration
Prepared by: Adolfo Ozaeta, Assistant City Manager
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RECOMMENDED ACTION
Recommendation
A. Approve Amendment No. 1 to the professional services agreement with Infinity Technologies, increasing the not-to-exceed amount from $100,000 to $150,000; and
B. Authorize the City Manager or her designee to execute Amendment No. 1 to the agreement in a form approved by the City Attorney.
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BACKGROUND
The City of Westminster Information Technology (IT) Division, under the direct oversight of the City Manager’s Department, is comprised of six positions that provide IT services to all city departments, including the Westminster Police Department. In the adopted Fiscal Year 2025-26 budget, the IT Division is allocated six positions; however, both the IT Manager and Senior IT Systems Analyst positions are currently vacant, resulting in a 33% vacancy rate. To ensure critical projects and operations continue, city management determined it was necessary to hire a qualified consultant to augment existing staffing and conduct an IT system assessment.
To address this need, the City released a Request for Qualifications (RFQ) for IT Management Services in March 2025. Through the RFQ process the City sought consultants capable of managing infrastructure projects, strengthening cybersecurity, and completing a full assessment of the City’s IT systems. The City received nine Statements of Qualifications (SOQ) by the submission deadline. A panel was established to review each SOQ as qualified or unqualified based on the needs outlined in the RFQ. All firms were notified of their qualification status and those deemed qualified were placed on the City’s Information Systems On-Call List. Benefits of maintaining an on-call list of consultants include:
• Efficient Access to Expert Services
• Continuity of Service
• Risk Management
• Consistency and Quality
• Efficient Project Delivery
On April 30, 2025, the City initiated an agreement with Infinity Technologies with a not-to-exceed amount of $100,000. As part of the agreed-upon scope of work, the consultant was tasked with preparing a comprehensive IT system assessment which will be presented to the City Council in November 2025. This assessment will include detailed recommendations related to cybersecurity, IT infrastructure improvements, and staffing needs. The consultant also provides day-to-day support to augment City IT staff on projects outside of the staff’s core competencies. In addition, Infinity Technologies has advanced several key initiatives, including working with staff to enhance cybersecurity, updating the City’s Geographic Information System (GIS) software and mapping tools, assisting with the implementation of Duo Multi-Factor Authentication, and supporting the transition to a new agencywide phone system.
Staff is requesting approval of Amendment No. 1 to the current agreement, increasing the amount to a not-to-exceed total of $150,000 (Attachment 1). The additional funds will be used to complete time-sensitive IT projects, one of which is funded by a federal grant and is directly related to disaster recovery and service continuity planning.
The additional funding for this amendment will be allocated from salary savings in the IT Division budget due to the vacancies of the IT Manager and Senior Program Analyst positions, as budgeted in FY 2025-26.
The professional services agreement with Infinity Technologies is included as Attachment 2.
FISCAL IMPACT
No additional appropriation is required, Amendment No. 1 to the professional services agreement with Infinity Technologies will be funded through salary savings identified in the IT Division budget due to vacancies.
LEGAL REVIEW
The City Attorney’s Office has reviewed as to form.
CONCLUSION
Approval of Amendment No. 1 to the professional services agreement with Infinity Technologies will ensure the City maintains adequate IT support during a period of critical vacancies, while also allowing the consultant to finalize the comprehensive IT system assessment. This approach provides continuity in essential services, advances key infrastructure and cybersecurity initiatives, and positions the City to make informed, long-term decisions regarding its IT Division.
ATTACHMENTS
1. Draft Amendment No. 1 to the Professional Services Services Agreement with Infinity Technologies
2. Professional Services Agreement with Infinity Technologies
REVIEWED BY
Erin Backs, Finance Director
City Attorney’s Office
Christine Cordon, City Manager