title
CC - Approval of an Amendment to the Existing Professional Services Agreement with Integrated Media Systems (IMS) dba Cashel Corporation Extending for On-Call Support Services through June 30, 2023 in an Amount Not-to-Exceed $65,000 per Fiscal Year.
body
Meeting Date: December 10, 2021
Contact Person/Dept: Michele Williams/Information Technology Department
Phone Number: (310) 253-5959
Fiscal Impact: Yes [X] No [] General Fund: Yes [] No [X]
Public Hearing: [] Action Item: [] Attachments: []
Commission Action Required: Yes [] No [X] Date:
Public Notification: (E-Mail) Meetings and Agendas - City Council (12/07/2021)
Department Approval: Michele Williams, Chief Information Officer (12/01/2021)
_____________________________________________________________________
RECOMMENDATION
Staff recommends the City Council approve an amendment to the existing professional services agreement with Integrated Media Systems (IMS) dba Cashel Corporation extending for on-call support services through June 30, 2023 in an additional amount not-to-exceed $65,000 per fiscal year.
BACKGROUND/DISCUSSION
At meetings held on December 8, 2014 and March 28, 2016, City Council granted authorization for the installation of audio visual (AV) equipment in the City Council Chambers and Senior Center respectively. Since 2016, the City established a support agreement with this vendor to perform quarterly preventative maintenance health checks and technical support as needed under administrative authority.
Proper operation of the hardware and related software components and to provide replacements when needed due to failed components has been a priority for the Information Technology Department, especially as heightened need for virtual services, which were accelerated due to COVID-19.
On June 28, 2021, the City Manager executed a new service agreement in an amount of $37,516 to include system warranty, remote system monitoring, preventative maintenance and troubleshooting and management services specific to the Council Chamber and Broadcast Control Rooms. However, in addition to further Council Chambers A/V needs it has also been realized that the scope of services should be additionally expanded for Senior Center on-call support services.
The vendor continues to provide excellent client support for their products and remains current with industry trends. Given these factors, Staff is now seeking authority for extended on-call support services with IMS dba Cashel Corporation for an additional amount not-to-exceed $65,000 per fiscal year, for a total amendment of two years at $130,000.
Culver City Municipal Code (CCMC) Section 3.07.045.E, where items to be purchased are computer software, hardware maintenance services or software maintenance services, are exempt from the formal bidding requirements.
FISCAL ANALYSIS
Sufficient funding is appropriated in Information Technology and PRCS Operating Accounts 10124100.600200 and 10130400.619800 respectively as included in the Fiscal Year 2021/2022 Adopted Budget. Should the City Council approve this agreement, staff will request appropriate funding for the subsequent year through the annual budget process.
ATTACHMENTS
None
MOTIONS
That the City Council:
1. Approve an amendment to the existing professional services agreement with Integrated Media Systems (IMS) dba Cashel Corporation through June 30, 2023 in an amount not-to-exceed $65,000 per fiscal year; 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.