REQUEST FOR CITY COUNCIL ACTION

Transcription

1 REQUEST FOR CITY COUNCIL ACTION MEETING DATE: SEPTEMBER 26, 2017 TITLE: EXTENSION OF INFORMATION SERVICES AGREEMENT RECOMMENDED ACTION Approve the Tenth Amendment to the Information Services Agreement with Conduent Enterprise Solutions, LLC, extending the current term for as-needed services on a time and materials basis for the period from October 1, 2017 through September 30, EXECUTIVE SUMMARY The proposed Tenth Amendment to the Information Services Agreement (Attachment) provides for an extension of the existing agreement. The Agreement is for as needed professional services and certain hardware and software maintenance, to be provided on a time and materials basis through September 30, The total not-to-exceed contract amendment value is $800,000. This extension of the Agreement, if approved by City Council, will allow the City to complete critical projects utilizing key staff from Conduent who have significant institutional knowledge. COMMISSION/BOARD/COMMITTEE RECOMMENDATION The Finance Commission, at its regular meeting of September 18, 2017, unanimously recommended the City Council approve the Agreement by a 5-0 vote. Additionally, the Finance Commission requested a status update before the amendment hits 50 percent spend and recommended staff include enhanced language within the executive summary and analysis sections of the staff report when presented to City Council. ANALYSIS The City's current contract with Conduent was awarded on a sole source basis on July 1, 2005 as the "Amended and Restated Information Services Agreement". Last year the master services contract and the majority of the information technology services was competitively bid and awarded to DXC (formerly Hewlett Packard Enterprise Services, LLC), however, the contract with Conduent (formerly ACS) was also maintained for continuity and to ensure smooth transition of services to DXC. By City Council action, the Conduent agreement was extended through September 30, 2017.

2 City Council Meeting September 26, 2017 Page 2 of 2 It is now being requested to extend the term of the existing Conduent agreement from October 1, 2017 through September 30, 2018 to allow for as-needed services to be performed on a time and materials basis through September 30, 2018, with a total not-toexceed value of $800,000 for the extension period. As part of the transition, several projects were identified as necessary to upgrade the City's technology infrastructure. The City can implement these remediation projects utilizing DXC, however, Conduent has staff with significant institutional knowledge that can more effectively complete the identified projects. Some of the projects include upgrading the core network and distribution switches and consolidating data centers. These projects were rescheduled due to competing priorities, however we expect them to be completed during the requested extension period. ALTERNATIVES CONSIDERED The City could choose not to modify the Agreement; however, the City's current contract commitment with ACS will expire on September 30, 2017 and the continuation of certain work efforts would be challenging without the services requested in the Tenth Amendment. FINANCIAL IMPACT The proposed Tenth Amendment to extend the existing Conduent contract for services will result in a not-to-exceed cost of $800,000 for as-needed professional services and hardware and software maintenance through September 30, Funding for these services is included in the Fiscal Year approved budget, however in accordance with the City's purchasing policies, staff is seeking City Council approval to extend the agreement for one additional year. REPORT PREPARED BY Khaled Tawfik, Chief Information Officer Amy Roblyer, Senior Management Analyst ATTACHMENT Tenth Amendment to the Information Services Agreement

3 AMENDMENTNUMBER10 TO "INFORMATION SERVICES AGREEMENT" THIS AMENDMENT NUMBER 10 TO INFORMATION SERVICES AGREEMENT (the "Tenth Amendment") is made and entered into as of September 28, 2017, by and between the City of Irvine, a municipal corporation ("City") and Conduent Enterprise Solutions, LLC, a Delaware limited liability company and wholly owned subsidiary of Conduent Incorporated, Milestone Center Drive, Germantown, MD ("Contractor"), for the purpose of amending the written "Amended and Restated Information Services Agreement" entered into between the City and Contractor as of July 1, 2005, City of Irvine contract number 4900, as previously amended, for the provision of information management services and other services to the City (the "Agreement"). 1. Contractor's legal entity is changed from "ACS Enterprise Solutions, LLC" to "Conduent Enterprise Solutions, LLC" in accordance with EXHIBIT I, attached hereto. 2. Term. The Term of the Agreement shall be extended from September 30, 2017, through September 30, Task Order Services. For the period of October 1, 2017 through September 30, 2018, Contractor will provide additional services on an as-needed basis via the Task Order Procedure as set forth in Amendment Number 9 to "Information Services Agreement," with a total not-to-exceed value of $800,000.00; of which, Great Park services shall not exceed $50, Full Force and Effect. Except as otherwise set forth in this Tenth Amendment, the Agreement shall remain unmodified and in full force and effect. In the event of any inconsistency or conflict between the terms and provisions of this Tenth Amendment and the Agreement, the terms and provisions of this Amendment shall govern and prevail. [Signatures Follow on Next Page] ATTACHMENT

4 IN WITNESS WHEREOF, the parties hereto have executed this Tenth Amendment as of the date set forth above. CITY OF IRVINE CONDUENT ENTERPRISE SOLUTIONS, LLC Grace K. Leung Assistant City Manager Vishnu Nanan Vice President Sean Joyce City Manager Donald P. Wagner Mayor Attest: Molly McLaughlin City Clerk APPROVED AS TO FORM: atan & T CKER, LLP J Page 2 of2

5 Delaware The First State Page 1 I, JEFFREY W. BULLOCK, SECRETARY OF STATE OF THE STATE OF DELAWARE, DO HEREBY CERTIFY THE ATTACHED IS A TRUE AND CORRECT COPY OF THE CERTIFICATE OF AMENDMENT OF "ACS ENTERPRISE SOLUTIONS, LLC", CHANGING ITS NAME FROM "ACS ENTERPRISE SOLUTIONS, LLC" TO "CONDUENT ENTERPRISE SOLUTIONS, LLC", FILED IN THIS OFFICE ON THE THIRD DAY OF APRIL, A.D. 2017, AT 4:47 O'CLOCK P.M SR# You may verify this certificat e online at corp.delaware.gov/authver.shtml Authentication: Date: EXHIBIT 1

6 STATE OF DELAWARE CERTIFICATE OF AMENDMENT I. Name of Limited Liability Company: ACS Enterpri!.:.. s-=:lut ions, LLC 2. The Certificale of Formation of the limited liability company is hereby amended as follows: First: The name of the limited liability company is Conduent Enterprise Solutions, LLC IN Wl~:N~S WHEREOF. the undersi~nr.d hnvl.' executed this Ccrtiticalc on the. :i... "_ day of,,_8-,(jf'!~, A.D Name:J. Michael Peffer Print or Type State of Delaware SecretaiJ or State Divl1lon of Corponttons Delivered 04:47 PM 04/03/2017 FU.ED 04:47 PM 04/03/2017 SR FtleNumber 2129m