CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Approve the Award of RFQ 17-010, IT Strategic Support Services, to CDW Government LLC, Magenium Solutions, Presidio Networked Solutions Group, SWC Technology Partners, LLC and West Monroe Partners as approved vendors for future projects for an amount not to exceed $475,000 and a two-year term.
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DEPARTMENT: Information Technology
SUBMITTED BY: Jeff Anderson, Information Technology Director
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
With a sharper focus on technology requirements for the City of Naperville and its residents, the City’s Information Technology (IT) Department needs to be able to meet expectations for implementation of services within expected timeframes. The IT Department is staffed to provide general IT services with specialized/unique services provided by industry experts. The purpose of this procurement is to identify a shortlist of qualified and experienced vendors to perform IT services on a project basis for Cisco network and telephony products and/or Microsoft core technologies.
The IT support services contract is important to ensure that the City’s technology is implemented in a strategic manner. Thus, when What Works Cities approached the City to conduct a results-driven contracting engagement with the Harvard Government Performance Lab (Harvard), this procurement was immediately identified to be the pilot procurement. The purpose of this pilot was twofold:
• Increase alignment of IT Department goals to contracts.
• Expand competition and the quality of the vendor pool for IT contracts.
With Harvard’s assistance, the City has developed a new Request for Proposals/Qualifications template, which places greater emphasis on the vendors achieving specific department outcomes and goals. In addition, the City has implemented procedural changes such sending targeted notifications of upcoming procurements before the advertisement date, sending follow up reminders a few dates after the advertisement date and implementing a scenario-based interview process that enhances the City’s and vendors’ understanding of outcomes versus outputs. With the first two procedural changes, we saw a 300% increase in downloads and 150% increase in respondents compared to the previous procurement attempts. Additionally, the caliber of the respondents increased from previous procurements. The scenario-based interview process helped the IT Department evaluate the vendors’ aptitude related to outcomes-based performance.
The Procurement Services Team has begun to implement the outcomes-based procurements model with other departments as new procurements are identified. However, as we learned in the pilot study, performance/outcomes-based contracting is not understood or often utilized in the public sector. Thus, training is necessary for City staff and the vendor community to move from an output (tangible deliverable) to an outcome (intangible goal) focus. However, we are excited about the opportunities an outcomes-based focus will present to the City as we move forward.
DISCUSSION:
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Advertisement Date: |
10/31/2016 |
Notices Sent: |
384 |
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Opening Date: |
12/07/2016 |
Planholders: |
23 |
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Proposals Received: |
8 |
Statements of Qualifications were received from the following firms:
CDW-Government LLC Netrix LLC
Futurenet Group Inc. Peters & Associates Inc.
Heartland Business Systems Presidio Networked Solutions Group
Insight Public Sector Inc. Sentinel Technologies, Inc.
Magenium Solutions SWC Technology Partners, LLC
Mindshift/Ricoh-USA West Monroe Partners
A selection committee consisting of City staff from the IT Department reviewed the proposals. Proposals were scored based on criteria set forth in the RFQ:
• Capabilities, Capacity and Qualifications of the Vendor (40%)
• Suitability and Quality of the Approach/Methodology (30%)
• Outcomes to be Achieved (30%)
Seven of the twelve firms, CDW-Government, Magenium Solutions, Netrix, Presidio Networked Solutions Group, Sentinel Technologies, SWC Technology Partners and West Monroe Partners, were shortlisted and invited to attend interviews with the selection committee. Following the interviews, the selection committee rescored firms and the top five firms were selected for the shortlist:
• CDW-Government (Cisco projects)
• Magenium Solutions (Microsoft projects)
• Presidio Networked Solutions Group (Cisco projects)
• SWC Technology Partners (Microsoft projects)
• West Monroe Partners (Microsoft projects)
As projects arise during the term of this contract, the shortlisted vendors will be sent Work Orders to respond to. Vendors will be selected based upon costs, their qualifications specific to a particular project and/or their performance on past projects, as available. It should be noted that firms who are awarded projects must maintain a performance standard satisfactory to the City to be considered for future projects.
The term of this contract is two years from the date of award with two one-year options to extend the contract.
FISCAL IMPACT:
CIP #: N/A
IT Strategic Support Services are expensed to the Support Services account listed below. A total of $200,000 is budgeted for strategic partnerships in CY2017. This is a two-year contract and funding will be made available for the remainder of the term.
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Account Number |
Fund Description |
Total Budget Amount |
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010-1610-581.30-29 |
General Fund |
$597,679 |