DATE: August 18, 2020
SUBJECT:
Title
RESOLUTION AUTHORIZING AMENDMENTS WITH LABYRINTH SOLUTIONS, INC. DBA LSI CONSULTING, SIERRA INFOSYS INC., V3IT CONSULTING, INC., RBF CONSULTING, INC., NORTHSOUTH GIS, INC., PHOENIX BUSINESS, INC AND THE PELOTON GROUP, LP. DBA THE PELOTON ALLIANCE TO PROVIDE AS NEEDED ENTERPRISE APPLICATION LEVEL-3 SERVICES, INCREASING THE AGGREGATE AGREEMENT AMOUNT BY $250,000 TO A NEW NOT-TO-EXCEED AMOUNT OF $1,570,000 AND EXTENDING THE TERM THROUGH 08/31/2021. FUNDS FOR FY2021 ARE BUDGETED IN THE TECHNOLOGY MANAGEMENT PROGRAM EXPENSE. FUNDS REQUIRED FOR FUTURE FISCAL YEARS WILL BE BUDGETED IN THE APPROPRIATE FISCAL YEAR, SUBJECT TO BOARD APPROVAL UPON THE ADOPTION OF EACH FISCAL YEAR’S BUDGET.
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EXECUTIVE SUMMARY:
On November 4, 2014, following a competitive bidding process, the Board of Port Commissioners (Board) authorized agreements between the District and ten information technology consulting firms: Matisia Inc., dba, Matisia Consultants; LSI Consulting, Inc.; Sierra Infosys, Inc.; Phoenix Business Inc., dba, Phoenix Business Consulting; The Peloton Group, LP, dba, The Peloton Alliance; V3iT Consulting, Inc.; RBF Consulting, Inc.; NorthSouthGIS, LLC; Estrada Consulting, Inc.; and Wave Technology Solutions Group, Inc.; to provide “As-Needed Information Technology Application Support Services.” The District selected these firms based upon interviews of responsive bidders to Request for Proposals number 14-28 (RFP 14-28). The agreements had a combined maximum expenditure limit.
Under the agreements, the firms provided a wide range of professional consulting services to support the District’s enterprise systems including its enterprise resource planning system (SAP), Microsoft Technologies system, geographical information system and document management system. The agreements enabled the District to upgrade, enhance, or otherwise refresh these systems as well as implement new ones.
Since then, the agreements with Matisia Consultants, Estrada Consulting, Inc. and Wave Technology Solutions Group, Inc., were terminated due to lack of responsiveness or ceasing operations. Staff had prepared the elements of a competitive process to replace the existing agreements. However, due to the impact of the COVID-19 pandemic on the District’s fiscal year 2021 budget and staff resource constraints, this process was placed on hold.
Staff recommends authorizing Amendment No. 3 to the agreements with LSI Consulting, Inc.; Sierra Infosys, Inc.; Consulting; V3iT Consulting, Inc.; RBF Consulting, Inc.; and NorthSouthGIS, LLC; and Amendment No. 2 to agreements with Phoenix Business Inc., dba, Phoenix Business; and The Peloton Group, LP, dba, The Peloton Alliance; extending the agreements through August 31, 2021 and increasing the aggregate not-to-exceed amount by $250,000 from a total of $1,320,000 to $1,570,000.
RECOMMENDATION:
Recommendation
Adopt a Resolution authorizing Amendment No. 3 to the agreements with LSI Consulting, Inc.; Sierra Infosys, Inc.; Consulting; V3iT Consulting, Inc.; RBF Consulting, Inc.; and NorthSouthGIS, LLC; and Amendment No. 2 to agreements with Phoenix Business Inc., dba, Phoenix Business; and The Peloton Group, LP, dba, The Peloton Alliance; extending the agreements through August 31, 2021 and increasing the aggregate not-to-exceed amount by $250,000 from a total of $1,320,000 to $1,570,000.
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FISCAL IMPACT:
Due to budget impacts of COVID-19, there are no expenditures planned under these Amended Agreements for the FY 2021 Technology Management Program. The Amendments provide for as-needed support coverage in the event consulting services are needed from these service providers.
Funds required for future fiscal years will be budgeted in the appropriate year subject to Board approval upon adoption of each fiscal year’s budget.
Compass Strategic Goals:
This agenda item supports the following Strategic Goal(s).
• A thriving and modern maritime seaport.
• A Port that is a safe place to visit, work and play.
• A Port with an innovative and motivated workforce.
• A financially sustainable Port that drives job creation and regional economic vitality.
DISCUSSION:
On November 4, 2014, following a competitive bidding process, the Board authorized agreements between the District and ten information technology consulting firms: Matisia Inc., dba, Matisia Consultants; LSI Consulting, Inc.; Sierra Infosys, Inc.; Phoenix Business Inc., dba, Phoenix Business Consulting; The Peloton Group, LP, dba, The Peloton Alliance; V3iT Consulting, Inc.; RBF Consulting, Inc.; NorthSouthGIS, LLC; Estrada Consulting, Inc.; and Wave Technology Solutions Group, Inc.; to provide “As-Needed Information Technology Application Support Services.” The District selected these firms based upon interviews of responsive bidders to Request for Proposals number 14-28 (RFP 14-28).
Under the agreements, the firms provided a wide range of professional consulting services to support the District’s enterprise systems including its enterprise resource planning system (SAP), Microsoft Technologies system, geographical information system and document management system. The agreements enabled the District to upgrade, enhance, or otherwise refresh these systems as well as implement new ones.
At the time of award, the District’s Information Technology (IT) Department was in its second year of implementing a five-year technology strategic plan (Strategic Plan) which laid out a roadmap of strategic technology initiatives that had four primary goals: 1) create more transparency with the public, 2) modernize the District’s physical and virtual infrastructure, 3) augment District security systems, and 4) create operational efficiencies. More than 40 projects were identified in the Strategic Plan, which concluded in 2017.
After execution of the ten agreements, the agreements with Matisia Consultants, Estrada Consulting, Inc. and Wave Technology Solutions Group, Inc., were terminated due to lack of responsiveness or ceasing operations. Some of the remaining agreements were amended to update the service providers’ names if applicable and added a rate table for their services. All of the remaining agreements were amended to increase the aggregate not-to-exceed amount of the agreements by $220,000 for a total not-to-exceed amount of $1,320,000; and extended the term of the agreements to August 31, 2020.
Staff had prepared the elements of a competitive process to replace the existing agreements. However, due to the impact of the COVID-19 pandemic on the District’s fiscal year 2021 budget and staff resource constraints, this process was placed on hold. The proposed amendment will ensure the District’s critical systems will have support coverage until a new solicitation is complete.
General Counsel’s Comments:
The Office of the General Counsel has reviewed and approved this agenda, the proposed amendments, and resolution, as presented, as to form and legality.
Environmental Review:
The proposed Board action including without limitation, a resolution authorizing an amendment to an agreement for enterprise application services, does not constitute a “project” under the definition set forth in California Environmental Quality Act (CEQA) Guidelines Section 15378 because it would not have the potential to result in a direct or indirect physical change in the environment and is, therefore, not subject to CEQA. No further action under CEQA is required.
The proposed Board action complies with Sections 21 and 81 of the Port Act, which allow for the Board to pass ordinances and resolutions and to use District funds for expenses of conducting the District. The Port Act was enacted by the California Legislature and is consistent with the Public Trust Doctrine. Consequently, the proposed Board action is consistent with the Public Trust Doctrine.
The proposed Board action does not allow for “development,” as defined in Section 30106 of the California Coastal Act, or “new development,” pursuant to Section 1.a. of the District’s Coastal Development Permit Regulations. Therefore, issuance of a Coastal Development Permit or exclusion is not required.
Equal Opportunity Program:
Not Applicable.
PREPARED BY:
Romero San Agustin
Solution Architect, Information Technology
Attachment(s):
Attachment A: Agreement with LSI Consulting, Inc. for As-Needed Enterprise Application Level-3 Services through 08-04-17.pdf
Attachment B: Signed Amendment No. 3 to Agreement No. 142-2014 with Labyrinth Solutions, Inc. dba LSI Consulting.doc
Attachment C: Agreement with Sierra Infosys, Inc. for As-Needed Enterprise Application Level-3 Services thru 08-04-17.pdf
Attachment D: Signed Amendment No. 3 to Agreement No. 143-2014 with Sierra Infosys, Incdoc
Attachment E: Agreement with V3IT Consulting, Inc. for As-Needed Enterprise Application Level-3 Services thru 08-04-17.pdf
Attachment F: Signed Amendment No. 3 to Agreement No. 145-2014 with V3iT Consulting, Incdoc
Attachment G: Agreement with RBF Consulting, Inc. for As-Needed Enterprise Application Level-3 Services thru 08-04-17.pdf
Attachment H: DRAFT Amendment No. 3 to Agreement No. 147-2014 with RBF Consulting, Incdoc
Attachment I: Agreement with NorthSouthGIS LLC for As-Needed Enterprise Application Level-3 Services thru 08-04-17.pdf
Attachment J: Signed Amendment No. 3 to Agreement No. 148-2014 with NorthSouthGIS LLC.doc
Attachment K: Agreement with Phoenix Business, Inc. dba Phoenix Business Consulting for As-Needed Enterprise Application Level-3 Services thru 08-04-17.pdf
Attachment L: Signed Amendment No. 2 to Agreement No. 144-2014 with Phoenix Business, Inc. dba Phoenix Business Consulting.doc
Attachment M: Agreement with The Peloton Group, LP dba The Peloton Alliance for As-Needed Enterprise Application Level-3 Services thru 08-04-17-2.pdf
Attachment N: Signed Amendment No. 2 to Agreement No. 145-2014 with The Peloton Group, LP dba The Peloton Alliance.doc