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File #: 3402-2018    Version: 1
Type: Ordinance Status: Passed
File created: 11/28/2018 In control: Technology Committee
On agenda: 12/10/2018 Final action: 12/13/2018
Title: To authorize the Director of the Department of Technology to modify and renew a contract with Technology Site Planners for continuation of the engineering phase of this project on the city’s west data center; to authorize the expenditure of $59,570.00 which includes a contingency to cover any unforeseen services that may be needed from the Department of Technology, Information Services Division, Information Services Internal Service Operating Fund; and to declare an emergency. ($59,570.00)
Attachments: 1. 3402-2018EXP, 2. STANDARD SERVICE AGREEMENT 2018 TECHSITE PLANNERS, 3. 2018-11-29 Scope of Work Detailed Engineering West DC 3336, 4. 2018-11-29 Pricing Detailed Engineering West DC 3336 R1
Explanation
BACKGROUND:
This ordinance authorizes modifying and renewal of a contract with Technology Sight Planners (TechSite) in the amount of $59,570.00 including a contingency of $10,000.00. On March 2, 2018 the Department of Technology (DoT), through the utilization of a Request for Statement of Qualification process, received only one (1) response to (RFSQ007973/PR199751) for site assessment and other related services to the City's Data Centers. In April of 2018, the department established a contracted with Technology Sight Planners for $50,000.00 via PO111139 to perform a thorough site assessment of the city’s east and west data centers. The initial phase of the assessment involved a determination of the state of the current infrastructure and future needs. To determine this, TechSite interviewed department personnel and reviewed existing documentation.
The second phase of the assessment is the engineering phase as specified in the attached Statement of Work (SOW). In this phase, TechSite is analyzing the strengths and weaknesses of the facility’s physical infrastructure and comparing it to a “best practices” Data Center. Based on those findings, recommendations for upgrades and improvements, and the advantages and disadvantages of each will be detailed. Where needed, recommendations will include schematic drawings, plans and a high level budget to allow for future facility upgrades. This agreement is not subject to automatic renewal. However, upon mutual agreement and approval from appropriate City authorities, the ensuing contract can be extended (renewed) for two (2) additional one-year terms. This ordinance will authorize the first of the two renewals and cover the 12 month term period from April 10, 2019 through April 09, 2020.
A modification of the above-mentioned contract is needed to provide funds to continue the engineering phase of the project. This project is critical to the city in that it will ensure that the city’s technology infrastru...

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