Loading...
23-0815_INFINITY TECHNOLOGIES_Agenda Report_E8City of San Juan Capistrano Agenda Report TO: Honorable Mayor and Members of the City Council FROM: Benjamin Siegel, City Manager SUBMITTED BY: Matisse Reischl, Assistant City Manager PREPARED BY: Ashley Melchor, Senior Management Analyst DATE: August 15, 2023 SUBJECT: Amendment No. 1 to Professional Services Agreement with Infinity Technologies for Information Technology Services, Adding Geographic Information System (GIS) Support Services. RECOMMENDATION: Approve and authorize the City Manager to execute Amendment No. 1 to the Professional Services Agreement (“Agreement”) with Infinity Technologies (“Infinity”) for Information Technology Services, adding Geographic Information System Services. DISCUSSION/ANALYSIS: The City currently contracts with Infinity Technologies (Infinity) for information technology (IT) services and support for a fixed annual cost of $285,480. The term of the agreement extends through September 30, 2027. Infinity has demonstrated an exceptional level of customer service for on-site City staff and has maintained the City’s IT infrastructure to a high level of functionality and security. The proposed amendment would expand the scope of work to include geographic information systems (GIS) support services. The City’s GIS system is used throughout City departments, as well as by the public, for property data and infrastructure mapping and retrieval of location-specific information. Historically, the City had employed a dedicated GIS Technician within the Utilities Division. As part of the water and sewer utility annexation to Santa Margarita Water District (SMWD), this position was transitioned to SMWD. Since the annexation in 2021, the City has contracted for part-time GIS support services from SMWD; however, this arrangement was envisioned to be temporary to assist the City while plans for long-term GIS support were developed. 8/15/2023 E8 City Council Agenda Report August 15, 2023 Page 2 of 2 After reviewing several options for GIS services, staff is recommending that the City Council approve an amendment to the Infinity Technologies agreement to add GIS support to the existing scope of work, for an annual not to exceed amount of $14,400. To ensure a seamless transition, the City would maintain the contract with SMWD through the current agreement term of June 30, 2025. Pending Council approval of the recommended action, staff would manage the assignments of both SMWD and Infinity to remain within the funding available in the current Information Technology operating budget designated for GIS support services. FISCAL IMPACT: There is sufficient funding in the adopted Fiscal Year 2023-24 Information Technology operating budget to fund the cost of GIS support services. ENVIRONMENTAL IMPACT: Not applicable. PRIOR CITY COUNCIL REVIEW: • On September 6, 2022, the City Council approved a Professional Services Agreement with Infinity Technologies for Information Technology Services, including on-site support for City facilities and special projects associated with the Jamboree Supportive Housing and New City Hall project. • On June 1, 2021, the City Council approved a Consent to Assignment Agreement which assigned an existing Professional Services Agreement with Interwest Consulting Group for information technology services and support to Infinity Technologies for a term ending September 30, 2022. COMMISSION/COMMITTEE/BOARD REVIEW AND RECOMMENDATIONS: Not applicable. NOTIFICATION: Infinity Technologies ATTACHMENT(S): Attachment 1 – Recommended Amendment No. 1 to the Agreement with Infinity Technologies AMENDMENT NO. 1 TO THE PROFESSIONAL SERVICES AGREEMENT BETWEEN THE CITY OF SAN JUAN CAPISTRANO AND INFINITY TECHNOLOGIES 1.Parties and Date. This Amendment No. 1 to the Professional Services Agreement is made and entered into as of this ___ day of August 2023 by and between the City of San Juan Capistrano, a municipal organization organized under the laws of the State of California with its principal place of business at 32400 Paseo Adelanto, San Juan Capistrano, California 92675 (“City”) and Infinity Technologies, a California Corporation with its principal place of business at 9831 West Taron Drive, Elk Grove, CA 95757 (“Consultant”). City and Consultant are sometimes individually referred to as “Party” and collectively as “Parties.” 2. Recitals. 2.1 Consultant. The City and Consultant have entered into an agreement entitled “PROFESSIONAL SERVICES AGREEMENT” dated September 6, 2022 (“Agreement”) for the purpose of retaining the services of Consultant to provide information technology support services. 2.2 Amendment Purpose. The City and Consultant desire to amend the Agreement to revise the scope of services as indicated in the attached Exhibit A and increase the not-to-exceed compensation amount. 2.3 Amendment Authority. This Amendment No. 1 is authorized pursuant to Section 3 of the Agreement. 3.Terms. 3.1 Amendment. Section 2.b of the Agreement is hereby amended in its entirety to read as follows: 2.Compensation. b.In no event shall the total amount paid for monthly information technology support services, as described in Exhibit “A” under this amendment, exceed the sum of $285,480 annually. This amount is to cover all printing and related costs, and the City will not pay any additional fees for printing expenses. 61147.02100\24464451.1 Page 1 of 5 Additionally, the total amount paid for services rendered by Consultant for assignments associated with the New City Hall project shall not exceed the sum of $100,000. This amount will be billed on a time and materials basis according to the fee schedule listed in Exhibit “B.” Assignments associated with the temporary relocation of City Hall and City Council Chambers include: IT support services necessary for temporary relocation of City Hall offices Management of server room relocation to Public Works Operations Temporary relocation of City Council Chamber to Nydegger Building Advisory services related to IT functionality of the new City Hall Building and permanent Council Chamber located at Community Center Additionally, the annual amount paid for services rendered by Consultant for assignments associated with Geographic Information Systems (“GIS”) projects, as further described in Exhibit “A,” shall not exceed the sum of $14,400. This amount will be billed on a time and materials basis according to the fee schedule listed in Exhibit “B.” Periodic payments shall be made within 30 days of receipt of the invoice, including a detailed description of the work performed. Payments to Consultant for work performed will be made on a monthly billing basis. 3.2 Continuing Effect of Agreement. Except as amended by this Amendment No. 1, all other provisions of the Agreement remain in full force and effect and shall govern the actions of the parties under this Amendment No. 1. From and after the date of this Amendment No. 1, whenever the term “Agreement” appears in the Agreement, it shall mean the Agreement as amended by this Amendment No. 1. 3.4 Adequate Consideration. The Parties hereto irrevocably stipulate and agree that they have each received adequate and independent consideration for the performance of the obligations they have undertaken pursuant to this Amendment No. 1. 3.5 Severability. If any portion of this Amendment No. 1 is declared invalid, illegal, or otherwise unenforceable by a court of competent jurisdiction, the remaining provisions shall continue in full force and effect. [Signatures on Next Page] 61147.02100\24464451.1 Page 2 of 5 SIGNATURE PAGE FOR AMENDMENT NO.1 TO PROFESSIONAL SERVICES AGREEMENT BETWEEN THE CITY OF SAN JUAN CAPISTRANO AND INFINITY TECHNOLOGIES CITY OF SAN JUAN CAPISTRANO Approved By: Benjamin Siegel City Manager Date Attested By: Maria Morris, City Clerk Approved As To Form: City Attorney 61147.02100\24464451.1 INFINITY TECHNOLOGIES _______________________________ Signature ________________________________ Print Name _________________________________ Title _________________________________ Date Page 3 of 5 Mohammad Ahmed President 8/8/23 EXHIBIT A Scope of Services Scope of Services for monthly IT management support and services associated with the Permanent Supportive Housing/New City Hall project services remains the same as identified in the original agreement. Additionally, IT support services associated with Geographic Information System (“GIS”) projects include: ➢ A kickoff meeting with key city staff to review the GIS platform and key GIS initiatives. A communication plan will also be discussed to determine how GIS support is requested along with timely status reports. This meeting will also serve to foster the beginning of professional relationships. ➢ GIS support tasks can be accomplished through a mix of onsite and offsite work. The exact nature of as needed or scheduled hours can be determined during the kickoff meeting. ➢ To keep a consistent set of client knowledge and expertise, a single Infinity GIS staff will be assigned as the primary technical support person. However, depending on the complexity of a specific GIS task, different GIS staff with different skill levels might be assigned. This helps to match hourly rates to corresponding tasks levels to keep a budget friendly approach to overall GIS support. ➢ If the city desires, Infinity GIS can provide a simple GIS Assessment and Recommendations effort aimed at providing a 2-year plan focusing initiatives on GIS datasets, GIS support resources, and GIS technology/software platform. ➢ GIS support detailed tasks may include the following: • Develop and maintains GIS data. This may include parcels, addresses, zoning, utility infrastructure, etc. • Perform data analysis and generate maps and reports for various projects as requested. • Assist City departments by providing information and conducting GIS research. • Provides recommendation on the use of existing or potential GIS applications and software; research new technologies; supports the implementation of new enterprise systems. • Provide as-needed Emergency Operations GIS support. • Administer and maintain the City’s enterprise GIS databases; manages database permissions and versions; backs-up data; implements data model and schema changes. • Manages and maintains all City GIS related software licenses; supports and manages mobile GIS applications. • Develops and maintains products used to disseminate GIS tools and data; supports, manages, and configures web-based GIS applications. • Coordinates with local, State, Federal and private agencies to acquire new data as needed. • Assigns all new addresses within the city and maintain the addressing dataset. • Performs related duties and responsibilities as needed. Page 4 of 5 EXHIBIT B Schedule of Charges/Payments Consultant will invoice City a flat fee of $23,790 monthly for IT management support services identified in Exhibit A (Scope of Services). Consultant will inform City regarding any out-of-scope work being performed by Consultant. Separately, the Consultant will invoice City on a time and materials basis, not to exceed $100,000, for all information technology services associated with the Permanent Supportive Housing/New City Hall project including: IT support services necessary for temporary relocation of City Hall offices Management of server room relocation to Public Works Operations Temporary relocation of City Council Chamber to Nydegger Building Advisory services related to IT functionality of the new City Hall Building and permanent Council Chamber located at Community Center Separately, the Consultant will invoice City on a time and materials basis, not to exceed $14,400 annually, for all information technology services associated with Geographic Information System (“GIS”) projects including: Address assignments Exhibit map creation Hours to complete projects/assignments 1-2 business days turnaround time Hourly rates shall be calculated according to the following fee schedule: Classification Hourly Rate ($) IT Project Manager $145.00 IT Network Engineer $135.00 IT Senior Analyst $130.00 IT Analyst $105.00 IT Technician $90.00 Help Desk Services $75.00 GIS Classification Hourly Rate ($): Remote Hourly Rate ($): On-Site Project Manager $160.00 $175.00 Enterprise GIS Architect $150.00 $165.00 Senior GIS Analyst $135.00 $150.00 GIS Analyst II $125.00 $140.00 GIS Analyst I $115.00 $125.00 Senior GIS Technician $110.00 $120.00 GIS Technician II $100.00 $110.00 GIS Technician I $90.00 $100.00 Page 5 of 5