City of Carmel-By-The-Sea: City Council Staff Report

CITY OF CARMEL-BY-THE-SEA
CITY COUNCIL
Staff Report
SR 2016-1169
September 13, 2016
Consent Agenda
TO:
Honorable Mayor and City Council Members
SUBMITTED BY:
Joel Staker, Information Systems / Network Manager
APPROVED BY:
Chip Rerig, City Administrator
SUBJECT:
Adoption of a resolution 1) authorizing the City Administrator to execute an

agreement with PC Specialists Inc. DBA Technology Integration Group (TIG) for the
purchase and installation of a Server System in an amount not to exceed $147,417 and
2) authorizing a budget adjustment to transfer $27,417 from the Equipment and Vehicle
Fund to the Server System capital project.
RECOMMENDATION
Adopt a resolution 1) authorizing the City Administrator to execute an agreement with PC Specialists Inc. DBA
Technology Integration Group (TIG) for the purchase and installation of a Server System in an amount not to
exceed $147,417 and 2) authorizing a budget adjustment to transfer $27,417 from the Equipment and Vehicle
Fund to the Server System capital project.
BACKGROUND / SUMMARY
On July 8, 2016 the City published a request for proposal (RFP) for a server system to replace the Citys aging
server infrastructure with a system that is more capable of surviving many types of disasters while continuing
to provide for the Citys computing needs for the next five to ten years. The Citys current system made up of a
mix of older servers and desktop class machines that are currently acting as servers. This system has very
little redundancy and is prone to suffer from failures such as the recent failure of the email system. The entire
system of servers and desktop machines being used as servers is in urgent need of replacement. Council
approved $120,000 for this purpose as part of the 2016-2017 Capital Improvement Program and the Fiscal
Year 2016-2017 Adopted Budget. The City published the notice of the RFP in the local newspaper, its website
and requested proposals from several vendors. We received one proposal that meets the criteria outlined in
the RFP from Technology Integration Group that had a total system price of $147,417.
Technology Integration Group (TIG) is a privately held, California based company that has been in business for
34 years, has many municipal clients within California and around the country, and recently won a competitive
contract to install a very similar system with the City of Foster City.
The initial estimate for this project was $120,000 which was based on five host machines, three envisioned to
be placed in the main city data center in the police department Emergency Operations Center data room and
two to be placed in the Harrison Memorial Library data room to be used as a secondary data center. After
careful review of the Citys growth needs it was determined that a correctly sized system would require six
hosts, three in the primary data center and three at the secondary data center.
In order to move forward with this project, a budget adjustment is required that will transfer the supplemental
funding of $27,417 from the Equipment and Vehicle Fund to the Server System capital improvement project.
54
Alternatively, Council may reject the bid and direct staff to reissue a RFP. Under this scenario, the City may
receive additional proposals that align with the budget. However, as the original RFP was out to bid for four
weeks, there is no guarantee that another vendor will submit a proposal if the City re-solicits for this project. In
addition, the server system project would be delayed for another one to two months.
If Council should authorize the City Administrator to enter into an agreement with TIG, the company will enter
into a multi-phased effort with a goal to have the new system up and running by the end of the year.
FISCAL IMPACT
The total costs for this project for the first five years are accounted for fully within the requested amount of
$147,417.
PRIOR CITY COUNCIL ACTION
Council allocated $120,000 for the Server System replacement as part of the Fiscal Year 2016-2017 budget
that was adopted on June 7, 2016.
ATTACHMENTS
1. Resolution
55
CITY OF CARMEL-BY-THE-SEA
CITY COUNCIL
RESOLUTION NO. 2016-___
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA AUTHORIZING THE

CITY ADMINISTRATOR TO EXECUTE AN AGREEMENT WITH PC SPECIALISTS INC. DBA TECHNOLOGY
INTEGRATION GROUP (TIG) FOR THE PURCHASE AND INSTALLATION OF A SERVER SYSTEM IN AN
AMOUNT NOT TO EXCEED $147,417
WHEREAS, Carmel-by-the-Sea is seeking to upgrade the Server Systems the city uses to support city
activities; and
WHEREAS, the Server System project was funded for $120,000 in the FY 2016-2017 adopted budget;
and
WHEREAS, the Request for Proposals was issued on July 8 2016 on the Citys website and on
nationally recognized online RFP databases and notice of the RFP was published in the Pine Cone on July
15 2016 and again on July 22 2016; and
WHEREAS, one proposal was received by TIG and determined to be responsive to proposal; and
WHEREAS, additional funding is required and that sufficient funds exist in the equipment and vehicle
fund to cover the shortfall; and
WHEREAS, purchases and contracts for services of an estimated market value of $25,000 or more
require approval by Council resolution in accordance with Municipal Code Section 3.12.320.
NOW THEREFORE, BE IT RESOLVED THAT THE CITY COUNCIL OF THE CITY OF CARMEL-BYTHE-SEA DOES HEREBY:
1. Authorize the City Administrator to execute an agreement with PC Specialists Inc. DBA Technology
Integration Group (TIG) for the purchase and installation of a Server System in an amount not to
exceed $147,417; and
2. Authorize a budget adjustment to transfer $27,417 from the equipment and vehicle fund (40-24048)
to the Server System Capital Project (40-67912).
PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA this
13th day of September 2016, by the following roll call vote:
AYES:
COUNCILMEMBERS:
NOES:
COUNCILMEMBERS:
ABSENT:
COUNCILMEMBERS:
ABSTAIN:
COUNCILMEMBERS:
56
SIGNED:
ATTEST:
_______________________
Steve G. Dallas, Mayor
___________________________
Ashlee Wright, City Clerk
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CITY OF CARMEL-BY-THE-SEA

Honorable Mayor and City Council Members

Joel Staker, Information Systems / Network Manager

Chip Rerig, City Administrator

Adoption of a resolution 1) authorizing the City Administrator to execute an

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA AUTHORIZING THE

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