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ITEM: |
CONSENT
CALENDAR |
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21. |
CONSIDER APPROVING 3-YEAR AGREEMENT WITH DEVEERA, INC. FOR INFORMATION
TECHNOLOGY SERVICES |
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Meeting
Date: |
June 15, 2020 |
Budgeted: |
Yes |
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From: |
David J.
Stoldt, |
Program/ |
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General
Manager |
Line Item No. : |
IT Services |
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Prepared
By: |
Suresh
Prasad |
Cost Estimate: |
$195,000 (20-21 $63,000; 21-22 $65,000; 22-23 $67,000) |
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General Counsel Review: District Counsel reviewed this agreement in September 2019. |
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Committee Recommendation: The Administrative Committee reviewed this item on June 9, 2020 and recommended approval. |
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CEQA Compliance: This action does not constitute a project
as defined by the California Environmental Quality Act Guidelines Section
15378. |
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SUMMARY: With
the retirement of District’s Information Technology (IT) Manager, there was a
need to immediately find a replacement to fill that position. Based on the size and needs of the District,
the replacement of a full time IT Manager position can most effectively be
filled with the services of a consultant firm.
With only two and half weeks of retirement notice from the outgoing IT
Manager, District staff immediately started contacting IT consulting firms in
the area to solicit proposals. Three
firms were contacted (Rayne Technology, DeVeera, Inc., and Alvarez Technology).
Staff met with all three firms and went over the District’s requirements
for IT services. All three firms had
representatives spend few hours on-site going through the discovery process to
gather information. Information gathered
during this discovery process was used to compile proposals delivered by the IT
firms. Some of the services provided
will be monitoring server 24/7, server and workstation preventative maintenance,
virus and anti-spam protection, network monitoring, and help desk support, etc.
After evaluating the District’s IT infrastructure inventory, all three
firms recommended the District immediately change its backup and disaster
recovery (BDR) system. In the event of
catastrophic IT failure, the District’s old BDR system would have taken weeks
to rebuild and recover data. There could
potentially have been irrecoverable data losses. With the proposed change in updating the BDR
system, the recovery time would be reduced to approximately few hours with no
loss of data.
Since outsourcing IT services was a new concept to the District, staff trialed
with outsourcing the IT services on a short-term basis. This short-term trial
period was from September 2019 through June 2020.
On September 16, 2019, the Board approved a 9-month contract with DeVeera
Inc. to perform IT managed services for the District. During the initial term of the contract,
DeVeera implemented the BDR system which is now backing up District data on an
hourly basis. There were other IT
pending projects that were completed during the initial term.
Staff reached out to DeVeera for a contract extension. DeVeera has
proposed continuing the IT services for the District for a 3-year term with 3%
increase each year in costs. Continuing
with outsourcing IT services will yield savings of approximately $100,000 per
year by not hiring a full-time employee.
RECOMMENDATION: The Administrative Committee recommends the Board authorize the General
Manager or the Administrative Services Manager/CFO to enter into a 3-year agreement
with DeVeera, Inc. to provide Information Technology services for a
not-to-exceed amount of $195,000 (includes 10% contingency).
21-A Proposals for IT managed services from DeVeera Inc.
U:\staff\Boardpacket\2020\20200615\ConsentClndr\21\Item-21.docx