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CITY OF
NEWPORT REACH
°9CfF0 City Council Staff Report
Agenda Item No. 6
October 22, 2013
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: City Manager's Office
Rob Houston, Assistant to the City Manager /IT Manager
(949)644 -3033, rhouston @newportbeachca.gov
APPROVED: _ \e � -
v v
TITLE:. Information Technology Consulting Services with Synoptek, Inc. —
Amendment No. One
ABSTRACT:
In order to capitalize on the knowledge and experience of the private sector we have
engaged Synoptek, Inc. to provide IT Strategic Advice and Project Management
Services. The contract for these services has lapsed and needs to be renewed and
updated to properly describe the current scope of their work. A retroactive amendment
is presented for approval to continue this important work.
RECOMMENDATION:
Authorize Mayor Curry to approve and sign the retroactive amendment of the contract
with Synoptek, Inc.
FUNDING REQUIREMENTS:
Funding for these services will be covered from the budgets for both the CAD /RMS
project and for the ERP project.
DISCUSSION:
The City's Information Technology Department strives to provide a high level of service
using modern technology to empower City residents, business owners, and staff. In
order to achieve this goal the City conducted an organizational assessment and then
developed an IT Strategic Plan and roadmap to modernize our Technology platform.
The assessment highlighted two top priorities of upgrading our aging Police CAD /RMS
and Finance /HR (ERP). The IT department understands the benefits of working with
private sector technology knowledge experts to provide strategic advice and project
Information Technology Consulting Services with Synoptek, Inc. — Amendment No. One
Page 2
management assistance in order to achieve our IT goals. The City engaged Synoptek,
Inc. to provide IT Strategic Advice and Project Management Services over a year ago to
assist in these efforts. This work includes overseeing the RFP and selection process for
the CAD /RMS and ERP software systems, and also CAD /RMS implementation Project
Management services. The contract for these services has now lapsed and needs to be
renewed and updated to properly describe the current scope of their work. A retroactive
amendment is presented for approval to continue this important work.
ENVIRONMENTAL REVIEW:
Staff recommends the City Council find this action is not subject to the California
Environmental Quality Act ( "CEQA ") pursuant to Sections 15060(c)(2) (the activity will
not result in a direct or reasonably foreseeable indirect physical change in the
environment) and 15060(c)(3) (the activity is not a project as defined in Section 15378)
of the CEQA Guidelines, California Code of Regulations, Title 14, Chapter 3, because it
has no potential for resulting in physical change to the environment, directly or
indirectly.
NOTICING:
The agenda item has been noticed according to the Brown Act (72 hours in advance of
the meeting at which the City Council considers the item).
Submitted by:
Rob Houston
Assistant to the City Manager
Attachments: A. Consulting Contract Amendment
AMENDMENT NO. ONE TO
PROFESSIONAL SERVICES AGREEMENT
WITH SYNOPTEK, INC. FOR
INFORMATION TECHNOLOGY ADVISORY AND PROJECT MANAGEMENT
SERVICES
THIS AMENDMENT NO. ONE TO PROFESSIONAL SERVICES AGREEMENT
( "Amendment No. One') is made and entered into as of this 9th day of October; 2013
( "Effective Date "), by and between the CITY OF NEWPORT BEACH, a California
municipal corporation and charter city ( "City "), and SYNOPTEK, INC., a California
corporation ( "Consultant "), whose address is 19520 Jamboree Rd., Suite 110, Irvine,
CA 92612, and is made with reference to the following:
RECITALS
A. On October 1, 2012, City and Consultant entered into a Professional Services
Agreement ( "Agreement') for information technology governance and program
and project management advice and assistance ( "Project').
B. City desires to enter into this Amendment No. One to reflect additional services
not included in the Agreement, to extend the term of the Agreement to
September 30, 2014, to increase the total compensation and to update insurance
requirements.
C. City and Consultant mutually desire to amend the Agreement, as provided below.
NOW, THEREFORE, it is mutually agreed by and between the undersigned
parties as follows:
1. TERM
Section 1 of the Agreement is amended in its entirety and replaced with the
following: "The term of this Agreement shall commence on the October 1, 2012, and
shall terminate on September 30, 2014, unless terminated earlier as set forth herein."
2. SERVICES TO BE PERFORMED
Exhibit A to the Agreement shall be supplemented to include the Scope of
Services dated July 1, 2013, attached hereto and incorporated herein by reference
( "Services" or "Work "). Exhibit A of the Agreement and Exhibit A of Amendment No.
One shall collectively be known as "Exhibit A ". The City may elect to delete certain
Services within the Scope of Services at its sole discretion.
3. COMPENSATION TO CONSULTANT
Exhibit B to the Agreement shall be supplemented to include the Schedule of
Billing Rates, attached hereto as Exhibit B and incorporated herein by reference.
Exhibit B of the Agreement and Exhibit B of Amendment No. One shall collectively be
known as "Exhibit B ".
Section 4.1 of the Agreement is amended in its entirety and replaced with the
following: "City shall pay Consultant for the Services on a time and expense not -to-
exceed basis in accordance with the provisions of this Section and the Schedule of
Billing Rates attached hereto as Exhibit B and incorporated herein by reference.
Consultant's compensation for all Work performed in accordance with this Agreement,
including all reimbursable items and subconsultant fees, shall not exceed Four
Hundred Three Thousand Two Hundred Dollars and 00 /100 ($403,200.00), without
prior written authorization from City. No billing rate changes shall be made during the
term of this Agreement without the prior written approval of City."
The total amended compensation reflects Consultant's additional compensation
for additional Services to be performed in accordance with this Amendment No. One,
including all reimbursable items and subconsultant fees, in an amount not to exceed
Two Hundred Eighty Eight Thousand Dollars and 00/100 ($288,000.00).
4. INTEGRATED CONTRACT
Except as expressly modified herein, all other provisions, terms, and covenants
set forth in the Agreement shall remain unchanged and shall be in full force and effect.
[SIGNATURES ON NEXT PAGE]
SYNOPTEK, INC. Page 2
IN WITNESS WHEREOF, the parties have caused this Amendment No. One to
be executed on the dates written below.
APPROVED AS TO FORM:
CITY ATTORNEY'S OFFICE
Date: 10 }
By: . /�?�1 E1 r ]
Aaron C. Harp
City Attorney
ATTEST:
M
Leilani I. Brown
City Clerk
CITY OF NEWPORT BEACH,
a California municipal corporation
Date:
By:
Keith D. Curry
Mayor
CONSULTANT: SYNOPTEK, INC., a
California corporation
Date:
By:
Tim Britt
Chief Executive Officer
Date:
By:
Eric Codorniz
Chief Technology Officer
[END OF SIGNATURES]
Attachments: Exhibit A — Scope of Services
Exhibit B — Schedule of Billing Rates
SYNOPTEK, INC. Page 3
SCUl�E 0�= SEF',�a!ICES
SYNOPTEK,gINC. ® Page A -1
C
Synoptek
1.0 SCOPE OF SERVICES
The scope of services for this amendment is to assist the City of Newport Beach in progressing towards their
strategic IT goals, outlined in the 2011 IT Strategy. At the core of those goals are the selection and implementation
of an Enterprise Resource Planning (ERP) system and CAD /RMS implementation for the Newport Beach Police
Department.
2.0 SCHEDULE
The schedule below outlines the scope of services.
Objectives
Key Activities
Individual Project Management and Control
C Develop and manage the Requestfor Proposal (RFP)
processfor the ERP
Manage the RFP process for the CAD /RMS vendor selection
and project manage the implementation through
acceptance (City sign offl
Subject Matter Expertise and Advisory Services
= As requested, provide Synoptek resourced to assist and
advise on IT projects
S�;U�� F'14411
SYNOPTEK, INC. Page B -1
Synoptek
3.0 COST PROPOSAL
1. Time and Materials - this Statement of Work (SOVV) will he billed an hourly rate of $120.
2. Synoptek bills for time and materials services monthlyfor the service provided the prior month, We invoice on net -30
terms.
Role
Hourly Rate
Average Hours /illonth
Not to Exceed
Dailv/ivlonthlyRate
Principal Consultant
$120
160
$960 1day, &
$19,200 /Month
Program Manager
$120
Company: Synoptek, Inc. Customer: City of Newport Beach
Name:
By: _
Title:
Date:
S- /19!2013
Name:
By: _
Title:
Date: