1999 AGN NOV 02 I08 - Laserfiche WebLink

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CITY OF COLTON AGENDA REPORT For the City Council Meeting of November 2, 1999 TO: Honorable Mayor and City u �cil APPROVAL: Henry Garcia, City Manag FROM: Al Holliman, Finance Director SUBJECT: Award a Contract for Computer Systems Support Services to Symcas-TSG in the Amount of $60,180 for FY 99-2000 DATE: October 28, 1999 BACKGROUND At the City Council meeting of September 21, 1999, the Council approved a temporary seven -week agreement with ProLanTech for Computer and Information Services (IS) support. This agreement was entered into, as a temporary measure, to ensure continued IS support to the City as a result of staff vacancies. The City has also formed an IS Committee to review the functions and policies of the IS Division and make recommendations on the direction this division needs to take to better serve all City departments. The committee has made a recommendation to staff the IS Division with one City employee and contract with a firm for network services and computer support. The 1999-2000 original IS budget included two IS Coordinator positions and funds for professional services. The Committee felt that one long term City employee would benefit the department by bringing knowledge of the City's history and equipment as - well -as the departments' special IS needs. It also felt that having a portion of IS contracted out would keep the City abreast of the newest technologies and provide better customer service with on-call services seven days a week and computer training for employees. ANALYSIS On October 5, 1999, Finance sent a Request for Proposal (RFP) to six vendors for these services. Four proposals were received, but one of these proposals was deemed non-responsive, as it did not address all of the requirements of the RFP. The three responsive proposals were received from 1) Symcas-TSG; 2) ProLANTech; and, 3) Quiline Software Solutions. On October 26, 1999, a panel made up of the Finance Director, Assistant Finance Director, two members of the IS Committee and a Division Manager from the Information Systems Department of San Bernardino County, interviewed the three prospective firms. The panel's recommendation is to award a contract to Symcas-TSG for the period November 15, 1999 through June 30, 2000. This firm has exceptional experience and references including the Cities of Claremont and Rancho Cucamonga. Their fees for the on-site work were also the lowest among the three respondents. Symcas-TSG's fee for On -Site Support through June 30, 2000 for one employee, forty (40) hours per week, ten (10) hours per day, excluding Holidays, is $54,180. Their fee for On -Call Support and Training Attachments: Agreement Page 1 of 2 Item #8