CC SR 20180605 H - Prosum Contract IT Manager SupportRANCHO PALOS VERDES CITY COUNCIL MEETING DATE: 06/05/2018
AGENDA REPORT AGENDA HEADING: Consent Calendar
AGENDA DESCRIPTION:
Consideration and possible action to amend the contract with Prosum, Inc. to include
Interim IT Manager services
RECOMMENDED COUNCIL ACTION:
(1) Amend contract with Prosum, Inc., in a form approved by the City Attorney, to
include Interim IT Manager services; and,
(2) Authorize an additional appropriation of $20,000 for FY17-18 for Interim IT
Manager services.
FISCAL IMPACT: None
Amount Budgeted: $190,000
Additional Appropriation: $20,000
Account Number(s): 101-400-1470-5101
ORIGINATED BY: Gabriella Yap, Deputy City Manager
REVIEWED BY: Same as above
APPROVED BY: Doug Willmore, City Manager
ATTACHED SUPPORTING DOCUMENTS:
A. Prosum Proposal (page A-1)
BACKGROUND AND DISCUSSION:
The City’s previous IT Manager, Dan Landon, resigned to take a job out of state and his
position became vacant in May. The City is currently recruiting for the IT Manager
position and expects to fill it by the end of the fiscal year. In the interim, the City has
enlisted the services of Prosum, Inc., which already provides technical support to the
City and is extremely familiar with our systems, to fill the void. Prosum’s current
contract can be found at http://documents.rpvca.gov/WebLink/0/doc/46199/Page1.aspx.
There is an additional cost per month of $14,722 for a total of 24 hours/week of Interim
IT Manager services. Prosum’s current contract is for a maximum of $189,618 this
fiscal year. Staff does not expect to expend the entire amount in FY17-18 for the tech
support duties and can absorb some of the Interim IT Manager services. However,
Staff is requesting an additional appropriation of $20,000 to ensure there is sufficient
funding and authority to engage Prosum to fulfill the IT Manager function during the
recruitment period, which is expected to be completed by the end of June 2018.
1
ALTERNATIVES:
In addition to the Staff recommendation, the following alternative action is available for
the City Council’s consideration:
1. Do not approve the amendment and additional appropriation, which will
negatively impact IT services through the City, both to the public and to
Staff.
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Interim IT Manager Support
Budget Available : $17,000 – 2017/2018 Fiscal year
Budget Needed : $29,444 - 2017/2018 Fiscal year
➢ Total of 24 hrs/week
➢ $14,722/month
Scope :
➢ Day to day technical aspects and escalations
➢ Short-term IT strategy and high-level recommendations
➢ System support
➢ IT-related ordering
➢ Software and Hardware Licensing, etc
Services are to be provided during City’s regular business days and hours. Any
instance where services are needed after hours, on the weekend or during Holidays,
will need to be agreed upon ahead of time and will be billed at 150% of the rate
below.
Prosum will make every effort to utilize the named resources listed below, but
reserves the right to use another person with similar experience, expertise and
position, should a need arise (e.g. vacation or sick leave)
A-1
Resources:
Resource Role # of
Days/
week
Rates per
contract
Discounted
Rate
Total per
month
Lukasz Sr. Operations
Manager
16 hrs
/week
$175/hr $150/hr $10,392
Terrence Sr. Engineer 8 hrs
/week
$150/hr $125/hr $4,330
Total $14,722
Savuth or Liam: Cross Trained and assigned to cover Terrence’s one-
day technical onsite assignment.
Start Date : April 30th, 2018
End Date : June 30th, 2018
Additional time : Any additional time needed after June 30th 2018
would be billed depending on the resource’s role defined above.
A-2