City of Culver City, California
City Council Agenda Item Report
RECOMMENDATION:
Staff recommends the City Council approve an extension of an existing professional
services agreement with Networld Solutions Consulting for consulting services
related to RFP #1410 for network infrastructure refresh and VOIP telephone system.
BACKGROUND:
In December 2008 the City entered into a consulting services agreement
(attachment 1) with Networld Solutions to provide assistance in refining the City’s
RFP for VOIP telephone system Networking Infrastructure refresh. This agreement
was under $10,000 and therefore was administratively approved by the City
Manager. The RFP was released January 27, 2009 and a vendor conference was
held on February 17, 2009. Seventy-six individuals representing forty-one different
vendors attended the conference.
DISCUSSION:
On March 31
st
2009 the City received proposals from 16 vendors covering a wide
range of options related to both network hardware, network architecture and VOIP.
The IT Department faces a challenge in comparing the various proposals in order to
identify a cost effective solution that accurately compares oranges to oranges. This
will be particularly challenging as relates to the unique needs of the internal Police
Meeting Date: 04/13/09 Item Number: C-8
AGENDA ITEM: Approval of an Amendment to an Existing Professional Services
Agreement with Networld Solutions Consulting (San Diego, CA) for Consulting
Services Related to RFP #1410 for Network Infrastructure Refresh and VOIP
Telephone System.
Contact Person/Dept.: John Richo Phone Number: 310-253-5950
Fiscal Impact: Yes [X] No [] General Fund: Yes [X] No []
Public Hearing: [] Action Item: [] Attachments: [X]
Public Notification: Master E-Mail Notification List (04/08/09), Networld Solutions
Consulting (04/09/08)
Department Approval:
John Richo (04/07/09)
City Attorney Approval:
Carol Schwab (by H. Baker) (04/07/09)
Chief Financial Officer Approval:
Jeff Muir (04/08/09)
City Manager Approval:
Jerry B. Fulwood (04/08/09) City of Culver City, California
City Council Agenda Item Report
Department network and the relationship between the City’s overall network and the
Police Department’s network.
Over the time we have worked with Networld Solutions and their representative
Darryl Vidal we have gained a high degree of confidence and comfort with his
technological expertise. We believe that it is important for the City to have this
expertise available as we move into the evaluation phase of the RFP's. Currently
there is a balance left on the original agreement of approximately $2,300 and based
on network consultant hourly fee of $150 we have a balance of 15.3 hours of
consulting. We are recommending that we increase the contract by $15,000 which
would represent an additional 100 hours.
FISCAL ANALYSIS:
Sufficient funds for this amendment exist in CIP 42000907 Telephone System
Replacement.
ATTACHMENTS:
1. Vidal Consulting contract
2. Vidal Consulting references
MOTION:
That the City Council:
(1) Approve an amendment to the existing professional services agreement with
Networld Solutions Consulting for consulting services related to RFP #1410 for
VOIP phone system and networking increasing the amount of the agreement by
$15,000 (for a total not-to-exceed amount of $25,000); and,
(2) Authorize the City Attorney to review/prepare the necessary documents; and,
(3) Authorize the City Manager to execute such documents on behalf of the City.
Meeting Date: April 13
th
2009
Agenda Item: Approval of an extension of a profession service agreement with
Networld Solutions Consulting (San Diego, CA) for consulting services related to
RFP #1410 for Network Infrastructure Refresh and VOIP telephone system
Attachments:
1. Vidal Consulting contract
2. Vidal Consulting references
Information T echnology Consulting
Proposal
Presented to:
The City of Culver City
John Richo – Chief Information Officer Networld Solutions, Inc.
2
1. Background
Networld Solutions is a San Diego-based provider of information systems and technology
consulting. Networld Solutions has been providing high-level technology consulting and
implementation services to businesses, city governments, and school districts throughout
Southern California for 18 years. Networld Solutions has provided technical consulting and
project management for: Local Area Networks, Wide-Area Networks, Voice-over IP, Wireless
Networking and Security, and Data Center Virtualization.
a. Networld Solution’s Southern California headquarters is:
8316 Clairemont Mesa Blvd. Suite 208
San Diego, CA 92111
858-874-5210
b. Networld Solutions provides technical analysis, consulting and
professional/engineering/outsourcing services for Education and Governement in:
• Local, Wide Area and Wireless Network infrastructure
• Technology Standards and RFP Development
• Help Desk / Support Services Process Re-engineering
• Internet/Intranet/Web-based Application Development
• Technology Implementation Planning and Project Management.
Darryl Vidal is designated the Technology Consultant for The City of Culver City (CITY) and will
provide technology consulting, planning, documentation and assessment services. Darryl Vidal
has over 20 years experience in telecommunications and networking and over 15 years in
education technology. Other Networld Solutions Engineers or Consultants may also participate in
projects.
2. Information Technology Implementation Plan Development Process
The following steps detail the process involved in Technology Implementation planning:
1. Understand the CITY’s current Technology environment and architecture
2. Review and understand current trends in technology
3. Develop strategies to accomplish the CITY’s Technology plan
4. Identify systems and technologies to support these strategies
5. Prioritize these strategies into short-range and long-range objectives
6. Define these strategies into tightly scoped systems and projects
7. Develop an overall implementation budget and timeline for short-range and long-range
initiatives
8. Define criteria for evaluation of system and project deliverables
9. Manage and implement according to the plan.
Review
Current
Environment
Review
Current
Trends
Develop
Ed Tech
Strategies
Identify
Systems &
Technologies
Prioritize
Short-Range
&
Long-Range
Strategies
Define
& Scope
Systems
&
Projects
Develop
Implemenation
Budgets
&
Timelines
Define
Criteria
for
Evaluation
Manage
&
Implement
Networld Solutions, Inc.
3
3. Reference Projects
1. San Diego Unified School District Long-Range Technology Strategic Planning – Networld
Solutions Technology Consultant Darryl Vidal has provided technology strategic planning
services to SDUSD for almost 20 years. Darryl has been intimately involved in
technology components for the district’s $2.1 billion Proposition “S” Bond Program
approved by voters November 2008. Darryl has been involved in planning, budgeting
and implementation oversight for a wide variety of technology initiatives including:
a. VoIP Cost Analysis and Justification – IP Telephony implementation planning
and pilot programs. Design and Architectural development of district-wide IP
Telephony implementation including hardware redundancy architecture,
voicemail, and unified messaging.
b. Structured Cabling – Darryl has been key in developing structured cabling
standards for all IP-based cabling systems for district-wide implementation in
over 195 schools.
c. Wireless LANs – Darryl has been involved in campus-wide wireless network
planning and implementation including standards for authentication and
encryption.
d. Data Center & Server Virtualization – Darryl has developed the district’s long-
range plan for data center consolidation and server virtualization.
e. Virtual Classroom – Darryl has been involved in planning and development of
standardized digital classroom environments as well as the district’s strategic
initiative for Virtual Classrooms.
2. Beverly Hills Unified School District – Darryl has been engaged as Technology
Consultant and provides ongoing IT consulting services for the district as Acting IT
Manager working directly for the Asst. Superintendent of Business. Darryl has assisted
the district in LAN/WAN integration, VoIP implementation and Wireless Campuses.
Darryl has also provided technical liaison services between the district and the City of
Beverly Hills for the city/school district JPA.
3. San Diego Geographic Information Source (SanGIS) – Networld Solutions has been the
primary IT service provider for this San Diego JPA for 7 years. Networld has provided
LAN/WAN integration services, core networking, Unix support, database support, and
web development services.
4. Texoma Health Care System – Darryl was engaged by Texoma Health Care Systems in
Denison, Texas to develop the strategic and tactical technology implementation plans for
Data Center Virtualization and Voice over IP implementation. Darryl planned and
implemented the hospital’s technology systems upgrade including: LAN Equipment,
Virtualization, IP Telephony.
4. Proposal
Networld Solutions proposes to provide technology consulting and request for proposal (RFP)
development services with the objective of designing and procuring an IP Telephony Solution for
the City of Culver City:
1. Requirements Definition - This document will be a collaborative effort between the
Technology Consultant and the CIO of the CITY – John Richo. This document detail the
performance requirements and specifications for the RFP. The project will be initiated
with a Discovery process that will attempt to include relevant stakeholders and develop a
plan for design and implementation of an IP Telephony system for all City departments
and locations. Networld Solutions, Inc.
4
2. Request for Proposal – Based on the outcome of the IT Requirements Definition, a
Request for Proposal will be developed in order to procure equipment and services that
will provide the CITY with a “turn-key” solution for IP Telephony.
3. Option for Implementation Support – As part of the implementation, project management
services may be engaged to support successful implementation of the plan.
Tasks & Activities
The requirements definition will include all the discovery activity and site surveys required
to collect and compile the necessary information for the RFP Development.
This will include the development of requests for proposal (RFPs) in support of the CITY
Information Services department as required or requested.
Deliverables may include, but are not limited to:
• Discovery data and compiled information and analysis
• Network Infrastructure Requirements
• IP Telephony Technology Requirements Definition
• Request for Proposal.
Follow-on Activities
These activities include the publication of the RFP working in accordance with the CITY
Information Services department. These activities may include, but are not limited to:
• bid conferences
• site walks
• evaluation of responses
• RFP Award Recommendation
• Justification for Award. Networld Solutions, Inc.
5
5. Cost Proposal – Time & Materials Consulting
Networld Solutions proposes a time & materials consulting agreement. The fee is $150 per hour
standard consulting rate, not to exceed $9,950.
The CITY has the option to engage in a monthly consulting retainer for a discounted rate of $100
per hour if the project tasks cannot be completed within the time or scope of this agreement.
Networld Solutions proposes to perform the following tasks on an “as requested” basis and
makes no commitment as to the estimated project duration or number of billable hours to perform
these tasks.
Networld Solutions will invoice the CITY at the end of each month for the number of hours of
consulting services performed for the period, along with a detailed description of tasks and
deliverables.
Task Deliverable
IP Telephony Requirements
Definition
Discovery documentation, compilation and analysis as input to IP
Telephony architecture and implementation process.
RFP Development Standards, and guide specifications will be used to develop detailed
system designs and system performance requirements. These
deliverables are used in accordance with Requests for Proposal to
support the procurement and acquisition process.
RFP Submission The RFP will be published, bidder’s conference and site-walks will be
performed and evaluation of responses.
RFP Award & Follow-up The RFP responses will be evaluated and a selection made. CULVER
CITY will have the opportunity to engage services for implementation
project management
Additional projects or work, not specifically included in the Scope of Work, may be added to the
project scope by the submission of a project change order. These projects may be fulfilled, in a
Time & Materials format, outside the scope and scale of this project at a rate of $150 per hour.
IN WITNESS WHEREOF the parties hereto have signed this Agreement as of the date first
written above.
Networld Solutions, Inc. The City of Culver City
8316 Clairemont Mesa Blvd. 9770 Culver Blvd.
Suite 208 PO Box 507
San Diego, CA 92111 Culver City, CA 90232
Darryl Vidal Name: ________________
Vice President Title: _______________________
Signature :___________________ Signature :___________________
Date : ______________________ Date : ______________________