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Res No 171-11-13485RESOLUTION NO.: 171 -11 -13485 A Resolution authorizing the City Manager to execute a contract agreement with International Data Consultants, Inc. (IDC) a Multimedia and Information Technology Consulting Services Firm. WHEREAS, the City of South Miami wishes to contract with International Data Consultants, Inc. (IDC) Multimedia and Information Technology Consulting Firm; and WHEREAS, International Data Consultants, Inc. (IDC) is a multimedia and informational technology consulting firm that specializes in helping corporations, government agencies and non - profit institutions apply and use technology for successful and profitable business growth. International Data Consultants, Inc. (IDC) has been in business since 1994; and WHEREAS, International Data Consultants, Inc. (IDC) can help implement technology, systems consulting and technical services, local area network design, project management, installation and maintenance and e -mail system design installation; and WHEREAS, the City of South Miami has taken the necessary steps, utilizing process quoted through the competitive bidding process performed by the State of Florida, contract number 973 - 561 - 010 -I; (SPURS Vendor Number: F- 650488212 -001), to procure Information Technology at a competitive price. WHEREAS, International Data Consultants, Inc. (IDC) has agreed to provide rates that are lower than the rates paid by the state of Florida; and NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COMMISSION OF THE CITY OF SOUTH MIAMI, FLORIDA THAT: Section I: The Mayor and City Commission authorize the City Manager to execute the contract with International Data Consultants, Inc. (IDC) which is attached to this resolution. Section 2 This resolution shall be effective upon adoption. PASSED and ADOPTED this 4 thday of October201 I. ATTEST: CI' TYCLER READ AND APPBcO,,VED AS TO FORM, 0 APPROVED:�' MAYOR Commission Vote: 5 -0 Mayor Stoddard: Yea Vice Mayor Newman: Yea Commissioner Palmer: Yea Commissioner Beasley: Yea Commissioner Harris: Yea South Miami ettcacfty CITY OF SOUTH MIAMI r OFFICE OF THE CITY MANAGER INTER - OFFICE MEMORANDUM 2001 To: The Honorable Mayor & Members of the City Commission From: Hector Mirabile, PhD, City Manager /� Date: September 23, 2011 Agenda Item No.: • Subject: A Resolution authorizing the City Manager to execute a contract agreement with International Data Consultants, Inc (IDC) a Multimedia and Information Technology Consulting Services for an annual amount of $ 189,800. Background: The City of South Miami wishes to contract with International Data Consultants (IDC) a Multimedia and Information Technology Consulting Firm that specializes in helping corporations, government agencies and non - profit institutions apply and use technology for successful and profitable business growth. International Data Consultants (IDC) has been in business since 1994; and International Data Consultants (IDC) can help implement technology, systems consulting and technical services, local area network design, project management, installation and maintenance and e-mail system design installation. The City of South Miami has taken the necessary steps, utilizing prices quoted through the competitive bidding process performed by the State of Florida, contract number 973 - 561 - 010 -1; (SPURS Vendor Number: F- 650488212- 001), to procure Information Technology at a competitive price. By contracting the services of International Data Consultants (IDC) a multimedia and Information Technology Consulting Firm it will bring much needed continued assistance to the City's MIS Department in maintaining the network infrastructure. Cost: The annual cost of this Information Technology outsourcing agreement is $189,800 payable in equal monthly installments of $15,816.67. Backup • International Data Consultants (IDC) Information Technology Documentation: Support Services 2012. + International Data Consultants (IDC) Contract Summary. Contract Number: 973 -561 - 010 -1. Contract Summary I GENERAL INFORMATION 1. Contract Number: 973 - 561 -010 -1 2. Effective Date: 09/15/2009 3. Expiration Date: 08/31/2012 4. Contract Administrator: Holly Merrick 5. Product/Services Under Contract: • i) Project Area 1, Analysis & Design • ii) Project Area 2, Development & Integration • iii) Project Area 3, Operational & Support • iv) Project Area 4, Staff Augmentation II HOW TO USE THIS CONTRACT 1. It is strongly recommended to fully review the entire Contract after the overview below. 2. This Contract provides a broad range of IT Services in two ways (The Contract Project Areas are defined below): i) To provide Staff Augmentation services (Project Area 4, no RFQ required) through the issuance of Time and Materials Task Orders (purchase orders) ii) To provide a streamlined, flexible RFQ process to procure more complex IT Services (up to $10 million in scope) that are project oriented in nature, and can be quoted by vendors by offering a fixed price for the entire project solution. In this second approach, the Agency will provide a statement of work and solicit the minimum number of quotations required from vendors awarded in the appropriate Project Area (1, 2, and 3) in order to select the vendor providing the Best Value to meet the Agency's needs. 3. After determining which of these two approaches is most appropriate, the Buyer will use the Contract in the following steps: • i) IDENTIFY STAFFING NEEDS or PROJECT REQUIREMENTS: Develop a detailed Statement of Work with clear definition of Deliverables and Benchmarks. See Contract Section 3a for Job Title Descriptions (note Job Title and Job Numbers to quickly find Descriptions and Staff Augmentation Prices) including the required experience and education for each position. ii) PREPARE THE RFQ: An Agency may use its own RFQ format or borrow another agency's RFQ format iii) SELECTION OF VENDORS for RFQ: See Price Sheets to review and select awarded vendors by Project Area. iv) ISSUE THE RFQ: See Contract Section 6 for Task Order and Quotation Requirements. The Agency will solicit quotations per Contract Section 6 (see the Table Below) and select the quotation that provides the Best Value to the State. See "QUOTATION REQUIREMENTS" below to determine how many quotes are required. III CONTRACT PERFORMANCE MEASURES: 1. Upon completion of Task Orders, both the Agency and Vendor are required to make comments about the Task Order. Vendors must submit IT Consulting Services Comuleted Tasks - Vendor For (vnd.ms -excel 29.00 kB) on a Quarterly basis to the Contract Administrator and Customers are to complete the Survey on the Contract website. 2. Vendor Selection in the Appropriate Project Area: Vendor Contact information for all companies is available under Contractors. 3. Staff Augmentation vendors are selected by using the Job Title Descriptions in Contract Section 3a in conjunction with the Staff Augmentation Price Sheet which lists the awarded companies and indicates each vendor's Contract rate for each position. Quotations are not required, but Agencies may choose to negotiate or solicit quotations and information among these vendors. 4. For project- oriented solutions as described above, an Agency must solicit quotations among the vendors awarded in Project Areas 1, 2 and 3. View the Price Sheets for Project Areas 1, 2, 3 and 4 to see the listing of awarded vendors in each of these Project Area as defined below. There are requirements for THREE, TEN or ALL Vendors in a particular Project Area depending on the dollar value of the Agency solution as follows: IV QUOTATION REQUIREMENTS V PROJECT AREAS DEFINED 1. Project Area I Analysis and Design - Encompasses IT Planning, Studies, and Assessment to assist organizations in both information technology capital planning and assessment, including but not limited to: • i) Business case analysis (e.g. costs/benefit and risk analysis) • ii) Performance measurements iii) Independent validation and verification of systems development • iv) Estimating return on investment and /or earned value • v) Compliance with State interoperability standards as defined by the State Technology Office 2. Project Area 2 Development and Integration - The services offered under this area include project management of systems development that organizations consider important. The services include but are not limited to the following: • i) Management of systems integration • ii) System and software development • iii) Modernization of legacy systems to web enabled applications • iv) Software development, customization of commercial- off - the -shelf (COTS) software packages, and migration to modular applications • v) Development and integration internet/intranet /web applications • vi) Development and integration of security, firewalls, and critical infrastructures • vii) Development, integration and implementation of the following: o Networks (e.g. LAN/WAN/MAN) o Data warehousing o Electronic Commerce/Electronic Data interchange o Groupware o Next generation internet o Client/Servei computing o Workflow and imaging 3. Project Area 3 Operational and Support - The services offered under this area include a broad range of IT related to Operations and Support Services. Anticipated services include, but are not limited to the following: • i) Management and support of Local Area Networks (LANs), Metropolitan Area Networks (MANS), and Wide Area Networks (WANs) ii) Computer systems administration, management and maintenance • iii) Data entry, data storage, data retrieval, and electronic records management • iv) Specialized workstation (i. e. CAD, CAD /CV, GIS) support • v) Computer equipment maintenance (both on -going and on -call) vi) Desktop support vii) Production Support viii) Database generation and database management • ix) Data and /or media management • x) Document Imaging Services • xi) Disaster Recovery Services • xii) Orientation and training • xiii) Information center/help desk 4. 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I r City of South Miami Information Technology Support Over the last 12 months International Data Consultants (IDC), has helped the City of South Miami (City) make enormous strides in the condition and delivery of their Information Technology (IT) systems. In this short time IDG has helped to: • Implemented IT Help Desk for ticket submission and tracking • Maintain the current aging fleet of personal computers • Recommend a phone and data audit resulting in significant savings • Help to negotiate the new ERP system for the City (Resulting in interest free 5 year payout) • Implemented new servers for the ERP and email environments • Create a unified email system from 3 separate servers • Implement data backup on non -AS400 servers • Upgrade the AS -400 (not upgraded in 5 years) • Negotiated the police CAD system resulting in 75% off list savings • Upgraded existing police systems (USA Software) • Replace 41 police laptops • Improved overall IT security in the City • Created 2012 budget and helped define the 5 year IT plan for the City • Upgrade the current video system with new matrix switcher • Implement Granicus for citizenry • Maintain and support staff on City website • Implemented mail archiving system • Created Police Department network with repurposed equipment • Repurposed servers to ensure that both CSM1 domain and CSMPD domain had additional domain controllers for redundancy • Performed cleanup of the Active Directory structure • Created new domain southmiamifl.gov and implemented email for all users as the default domain • Implemented southmiamifl.gov as primary web address and redirected all traffic from cityofsouthmiami.net to southmiamifl.gov International Data Consultants, Inc 13302 SW 12&4 Street, Miami, Florida 33166 P 305- 253 -7677 F 305 - 253 -7657 For the next 12 months IDC has slated the following projects: • Continue to maintain personal computers, laptops, servers and AS -400 • Continue to maintain and support staff on City website • Complete implementation of the new ERP application for the City • Replace roughly one third of the remaining personal computer fleet • Create document imaging environment to facilitate paperless city • Implement new police systems software (OSSI) • Create downtown mesh network (reduce parking machines recurring cost) • Reduce permitting f license printing costs • Improve Internet quality of service • Redesign IP schema for the city to improve security and functionality • Implement new router and create proper separation of all sites • Implement new firewall for higher security of entire network • Complete removal of old CSM domain The items listed above are a partial list of the items discussed for implementation utilizing next year's budget. Based on the experience gained in the past year IDC would like to offer the City the following outsourcing contract for Budget Year 2011 — 2012: International Data Consultants, Inc 13302 SW 128&' Street, Miami, Florida 33186 P 305 - 253 -7677 F 305 - 253 -7657 City of South Miami Information Technology Outsourcing Structure Staff: The advantages of an outsourced model are obvious: • No HR overhead such as health insurance, vacations or sick days. • No training costs, those are borne by IDC. • Staff serves at will and can be dismissed at any time for any reason. • No myopic view of environment, IDC staff see hundreds of networks and businesses per year bringing that knowledge to the City of South Miami. • Enterprise level IT management with 26 years experience helping to create robust IT direction in the city. Desktop Engineer and System Administrator (2080 hours per year) IDC will staff this position with an IT professional serving the City Monday through Friday from 8:30 AM to 5:30 PM plus the recordings of the scheduled meetings Monday through Friday from 8:30 AM to 5:30 PM. Duties include: • Manage core network resources and services • Maintain all operating System and Software updates • Provide Desktop Support for network users • Manage Helpdesk (which includes a ticketing system and metrics) (See Addendum A) • Manage City's Web Site changes and updates • Manage Handheld Devices • Maintain AS-400 with IBM and Sungard guidance • Manage and maintain the Video Security System • Record various meetings as required by the City Manager • Review monthly Cellular / Telephone / Datacom bills for accuracy Any additional Desktop Engineer / System Administrator time would be available at $65 per hour as approved. International Data Consultants, Inc 13302 SW 128th Street, Miami, Florida 33186 P 305- 253 -7677 F 305- 253 -7657 Senior System Engineer (660 hours per year) IDC will staff this position on an "as needed" basis for up to 660 hours per year. Duties include: • Manage Network Perimeter Security • Design & implement Network Topology • Manage Network upgrades and changes • Perform Core and Server Upgrades • Implement the new Finance System • Provide Tier 2 and Tier 3 Network Support • Project Manage and implement where appropriate special projects Additional Senior System Engineer time is available at $110 per hour as approved. IT Management (180 hours per year) IDC will staff this position on an "as needed" basis for up to 180 hours per year. Duties include: • Manage the strategic,IT design and Planning • Manage IT Initiatives • Manage Senior Engineers • Manage Onsite Desktop Engineer! System Administrator • Review monthly Helpdesk metrics • Ensure Quality of Service • Liaison with the City Manager and the Finance Director • Attend weekly Managers staff meetings • Review all IT purchases Additional IT Management time is available at $110 per hour as approved. NOTE: All IDC staff serving the City of South Miami are to be vetted by the city in the same manner as any city employee would be. This is not only expected, it is encouraged to ensure that the city has the same level of trust in IDC employees that it would have in city employees. International Data Consultants, Inc 13302 SW 12816 Street, Miami, Florida 33186 P 305- 253 -7677 F 305- 253 -7657 Cost & Billina Structure: In last year's proposal we had hoped to be in a purely maintenance mode by this budget year. Unfortunately, the City's infrastructure was in a far worst condition than estimated. Additionally, special projects, which once implemented, will help the City save tens of thousands of dollars are in need of deployment. To accomplish this, IDC recommends an increase of 35 hours per month of senior engineering time. In the model outlined above, the Senior Engineering hours and IT Management hours are interchangeable. Should upcoming projects require more Senior Engineering time than allocated for the month the time can be deducted from any available IT Management time. On a monthly basis, the city will be provided with a report showing actual utilized time versus projected monthly allocation. The monthly allocation is based on the number of work days in a month, the Desktop Engineer T System Administrator will be available a total of 8 hours per work day (nine hours minus one hour for lunch). Senior Engineering staff and IT Management staff are allocated interchangeably for a total of 70 hours per month as part of the outsourcing agreement. Included in the cost of the IT outsourcing will be a SaaS helpdesk by Rhesolution Software (See Addendum A). This is the same helpdesk solution IDC implemented at the DOH. This solution was well received and DOH management was very happy with the metrics provided by the software. Since the helpdesk is hosted by the developer and is accessed via the web, no investment is required by the city. The city requires, as part of IT responsibilities, that an IT staff person be available to record important city meetings that occur after normal business hours. The city has scheduled 5 meetings per month that average 3 hours in length. Additionally, adhoc after hour meetings requiring recording are called throughout the year. IDC has included in the price of the IT outsourcing, up to 252 hours per year (21 hours per month) of meeting recording time. Should the city exceed the 252 hours allocated in the outsourcing contract, IDC can provide a technician at a rate of $65 per hour for after - hours meeting recording. The annual cost of this Information Technology outsourcing agreement is $189,800 payable in equal monthly installments of $15,816.67. International Data Consultants firmly believes in providing the highest quality services. We back this up by NOT requiring an annual contract with the city. IDC serves the City of South Miami at the city's pleasure and only requests a 30 -days advance notice prior to any change in the status of our relationship. International Data Consultants, Inc 13302 SW 1286 Street, Miami, Florida 33186 P 305 -253 -7677 F 305 - 253 -7657 We feel that this model offers the City of South Miami access to highly qualified IT professionals without the normally high expense of narrowly specialized full time IT staff. As always, should you have any questions or need any additional information please feel free to contact me at any of the numbers listed below: Office: 305 - 253 -7677 Cell: 305 - 298 -8373 Email: ddeblois ()- intldata.com Sincerely, Dennis R. Deblois President / CEO International Data Consultants, Inc International Data Consultants, Inc 13302 SW 1286 Street, Miami, Florida 33186 P 305- 253 -7677 F 305 - 253 -7657 ADDENDUM A Help Desk Procedures: IDC has designed separate pathways for the users to access the Help Desk, depending on the nature of their issue: + If the user is able to access the Internet, they simply click on an IDC Help Desk icon on their desktop. This takes them to the web page where they can enter their request for support in the system. • If the user is NOT able to access the Internet, they simply call the Help Desk and the operator will enter the request on their behalf. + If the Help Desk operator is not able to access the Internet, due to an outage for the entire building, a Help Desk paper form is filled out by the operator. The information is then called in to the IDC office. In turn, the IDC support person will enter the information in the system. Once the information is entered into the system: • An automatic notification is emailed to the onsite Desktop Engineer who has uninterrupted access via a configured IDC Support iPad. • The Desktop Engineer reviews the support ticket and makes a determination as to the priority of each ticket as well as the resources required to resolve the issue. • If the ticket is tagged as a Tier 2 issue, a Senior Engineer is assigned to resolve the issue. • User is contacted via email or a phone call to setup a resolution time. • At the appointed time, the Desktop Engineer or Senior Engineer visits the user or initiates a remote support session to resolve the issue. • Upon resolution, the ticket is closed and the user receives an automated "Quality of Service Survey" email. 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