05-07-2019 - Item 04 - Consideration of Amendment To Clientfirst Agreement For Information Technology ServicesAGENDA ITEM NO. 4
AGENDA STAFF REPORT
City of West Covina | Office of the City Manager
DATE:May 7, 2019
TO:Mayor and City Council
FROM:David Carmany
Interim City Manager
SUBJECT:CONSIDERATION OF AMENDMENT TO CLIENTFIRST AGREEMENT FOR
INFORMATION TECHNOLOGY SERVICES
RECOMMENDATION:
It is recommended that the City Council authorize the City Manager to negotiate and execute
a Professional Services Agreement and increase the purchase order with ClientFirst Consulting
Group to perform IT support services for an amount not to exceed $76,500.
BACKGROUND:
On August 16, 2016, the City Council approved the agreement with ClientFirst Consulting Group to
begin the implementation of the IT Master Plan’s 132 initiatives. From start to finish, ClientFirst
has been instrumental in providing guidance and expertise to help the West Covina Division of IT
(DoIT) in Capital Improvement Plan (CIP) projects from the IT Master Plan. The current contract
with ClientFirst Consulting Group will end on August 15, 2019. The original purchase order was in
the amount of $30,000 for Emergency Services Interim Network Services.
DISCUSSION:
The Division of IT (DoIT) has a temporary resource challenge due to unforeseen staffing vacancies.
IT staff currently consists of two full-time positions, two part-time staff and three interns. In
comparison, one year ago, the IT staff consisted of four full-time staff, one contracted professional,
two part-time staff, and seven interns. To maintain an adequate level of service for the West Covina
Fire Department, City Hall, and all remote sites such as daycares, senior center, community centers,
and the Public Services Maintenance Yard, DoIT needs to temporarily augment staff until July when
the vacancies should be filled.
The Division of IT is completing the Voice-Over-IP phone system installation with the help
of ClientFirst Consulting Group expertise, and the firm was instrumental in helping the IT
department finish over 33 CIP projects from the City Council’s IT Master Plan initiatives completed
thus far. The company has the expertise needed and the knowledge to provide support to the City of
West Covina until internal staffing vacancies can be filled.
The coverage included in this proposal includes a total of 510 hours, or 3 days per week for 17
weeks. Duties to be performed will include assisting the IT Manager with Microsoft server
management, email exchange clean-up, Fire Department Telestaff support, online permitting
implementation, traffic server build and implementation, digital document implementation with
Laserfiche, eFax implementation, desktop and server deployments, website certification checks, IT
contract review, process and best practices documentation, as well as assist with daily IT needs
throughout the City.
OPTIONS:
The City Council has the following options:
1.Approve staff’s recommendation; or
2.Provide alternative direction.
Prepared by: Shawn Granger, IT Manager
Fiscal Impact
FISCAL IMPACT:
The City Council already provided funding for the IT Master Plan in Fiscal Year 17-18. There is no
additional General Fund needed for appropriation with the approval of the amendment. Total cost is
not to exceed $76,500.00 and support services will be completed by August 15, 2019. The new total
for the purchase order would be $106,500.
Attachments
Attachment No. 1 - ClientFirst Proposal