RFP 2019-11 - IT Management ServicesCity of Rosemead – Information Technology Management Services Request for Proposal No. 2019-11
REQUEST FOR PROPOSAL NO. 2019-11
PROFESSIONAL SERVICES FOR
INFORMATION TECHNOLOGY MANAGEMENT SERVICES
SUBMITTALS:
Three (3) bound copies and one (1) electronic PDF file on a flash drive of the
proposal in sealed envelope(s) must be received by
the City of Rosemead’s City Clerk’s Office by
no later than Tuesday, October 8, 2019 at 10:00 a.m.
CONTACT PERSON:
Daisy Guerrero, Management Analyst
City of Rosemead
8838 E. Valley Boulevard
Rosemead, California 91770
(626) 569-2102
dguerrero@cityofrosemead.org
PROPOSALS RECEIVED AFTER THE TIME AND DATE STATED ABOVE SHALL NOT BE
CONSIDERED. FACSIMILE AND E-MAIL PROPOSAL WILL NOT BE ACCEPTED.
INQUIRIES: Direct questions for clarification on Request for Proposal
documents to Daisy Guerrero, Management Analyst at
(626) 569-2102 or dguerrero@cityofrosemead.org
MODIFICATIONS: Any modification of this Request for Proposal will be
provided to consultants who request notification of any
modifications.
ISSUANCE DATE: September 10, 2019
City of Rosemead – Information Technology Management Services Request for Proposal No. 2019-11
CONTENTS
A. Introduction ............................................................................................................. 1
B. Background .............................................................................................................. 1
C. Current Technical Environment ............................................................................... 1
D. Scope of Services ..................................................................................................... 2
E. Time, Place, And Method for Proposal Submissions ............................................... 2
F. Proposed Term of Contract ..................................................................................... 2
G. Schedule for Selection ............................................................................................. 2
H. Proposer Qualifications ........................................................................................... 3
I. Award of Contract .................................................................................................... 3
J. Right to Reject Quotes ............................................................................................. 3
K. Information to Be Submitted ................................................................................... 3
L. Understanding of Requirements ............................................................................. 5
M. Questions/Clarifications .......................................................................................... 5
N. Insurance .................................................................................................................. 5
O. Professional Services Agreement ............................................................................ 5
P. City’s Responsibilities……………………………………………….….………………………………………5
Q. Proposal Content/Format………………………………………………….…….…………………………..5
R. Proposal Evaluation And Criteria………………………………..………………………….…………….6
S. Discretion and Liability Waiver…………………………………………….……………………………….7
Attachment A: Professional Services Agreement Sample
Attachment B: Insurance Sample
Attachment C: Scope of Services
Attachment D: Distribution List
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A. INTRODUCTION
Through this Request for Proposal (“RFP”) and evaluation process, the City of Rosemead is seeking
qualified consultant(s) to provide professional services associated with the support and maintenance
of the City’s information technology (“IT”) infrastructure. The qualified consultant will maintain and
improve the City’s IT effectiveness, enhance its quality of services, minimize downtime; and, provide
exceptional support in the areas of network administration, backup systems, network security support,
systems support, computer operations support, Help Desk support, PC desktop technical support,
software integration support, technical project management support, application support, and
technical consulting in support of planning and budgeting for IT projects and technology refreshment.
The City does not have a professional IT person on staff. The consultant must work in conjunction with
the City of Rosemead assigned staff for the general City infrastructure, equipment, and employee
needs. The required services and performance conditions are described in the Scope of Services
(ATTACHMENT C).
B. BACKGROUND
The City of Rosemead is organized under the City Council/City Manager form of government with six
departments and approximately 50 full-time employees. The City of Rosemead is a cost-conscious
provider of outstanding public services to its residents and local businesses mostly relying on the
contract services model since its incorporation in 1959.
The City of Rosemead is a suburb located in the San Gabriel Valley, 10 miles east of downtown Los
Angeles. It is bounded on the north by the cities of Temple City and San Gabriel, on the west by
Monterey Park, Alhambra, and the unincorporated Los Angeles County community of South San
Gabriel, on the south by Montebello, plus by El Monte and South El Monte on the east. The City is 5.5
square miles (2,344-acres) in size.
Rosemead is a working-class suburb with a diverse population base. According to the 2010 Census, the
City had a population of 53,764. The estimated makeup of the City was 4.7% White, 0.3% African
American, 60.3% Asian, 33% Hispanic/Latino (of any race), and 0.7% Non-Hispanic Other. As a
substantially built-out city, Rosemead only added 259 residents to its population during the last decade
(2000-2010).
The City is interested in receiving responsive and competitive proposals from experienced and
qualified firms to provide information technology services; specifically, in the areas of desktop
support, security system support, network administration, and computer operations. The City desires
a fully outsourced IT management consultant to provide proactive maintenance, support, and other
IT related functions.
C. CURRENT TECHNICAL ENVIRONMENT
The City of Rosemead’s technical environment consists of 13 sites, approximately 14 servers, 85
desktop workstations, 51 mobile devices with access to City email, 5 Surface Pros, about 100 domain
users, as well as a number of network appliances, systems, and software applications. See
ATTACHMENT C for details.
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D. SCOPE OF SERVICES
1. City to Provide
• The City will assist with training regarding the City’s office, procurement, policies, and behavior
standards.
• The City is responsible for purchasing new equipment and planned replacements in
conjunction with the new contractor.
• The City will provide contractor with a confidentiality clause that they are required to sign and
adhere to and all information must remain confidential under penalty of law.
2. Contractor to Provide
See ATTACHMENT C.
E. TIME, PLACE, AND METHOD FOR PROPOSAL SUBMITTION
The City must receive three (3) sets of proposals from interested firms no later than 10:00 a.m. on
October 8, 2019. Please submit all proposals to:
Request for Proposal – Information Technology Management Services
ATTN: Ericka Hernandez, City Clerk
City of Rosemead | City Clerk’s Office
8858 E. Valley Blvd.
Rosemead, CA 91770
Electronic, faxed, or late proposals will not be considered.
F. PROPOSED TERM OF CONTRACT
The proposed term of the contract is three (3) years commencing January 1, 2020, with options for
two (2) one-year extensions at the City’s discretion.
G. SUBMITAL DEADLINES
Below is the tentative RFP scheduled, subject to change:
RFP SUBMITTAL INFORMATION DEADLINES
RFP Available 9/10/2019
Deadline for submittal of Questions 10/1/2019
Staff Responses to Questions 10/3/2019
Deadline for submittals of Proposal 10/8/2019
Mandatory Interviews 10/14-17/19
Agreement Presented to Council 10/22/2019 (Tentative)
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H. PROPOSER QUALIFICATIONS
1. The City requires proposals submitted by primary firms only. The firm will have complete and
exclusive responsibility for satisfying all City conditions and requirements at all times during the
life of the agreement. Any subcontractors mentioned in the RFP and/or used in the
implementation of the Agreement will have no formal relationship with the City.
2. All proposed subcontractors must be identified by name with a description of the work they will
provide. Any subcontractors change proposed after the submittal date can only be made with
prior approval of the City.
3. Primary firm must be responsible for at least three-fourths the annual value of the proposed work
consistent with the scope of services as noted in the proposal.
4. Primary firm must have experience in providing similar work in at least two similar organizations.
I. AWARD OF CONTRACT
Staff, led by the City Manager, will evaluate the proposals and make their recommendation to City
Council for approval. Firms may be asked to make oral presentations to supplement their proposals.
Proposals will be selected in accordance with the City’s purchasing policy on Professional Services
where selection is not bound by the lowest bid but made in the sole discretion of staff and City
Council.
Proposals must be guaranteed by the Contractor for 60 days after the quote opening on 10/8/2019.
It is anticipated that a standard agreement contract will be signed subsequent to City Council review
and approval of the recommended firm.
J. RIGHT TO REJECT PROPOSALS
The City reserves the right to reject any or all proposals or portions of any or all proposals. Non-
compliance with any of the conditions and instructions stated herein may result in the rejection of
the proposal.
K. INFORMATION TO BE SUBMITTED
Prospective Firms must submit three bound copies and one electronic copy of their proposal. The
electronic copy must be in searchable PDF format.
1. Proposal Summary:
This section shall discuss the highlights, key features, and distinguishing points of the Proposal. A
separate sheet shall include all the contact people on the Proposal and how to communicate with
them. Limit this section to a total of one to three pages including the separate sheet with contact
personnel.
2. Profile of the Proposing Firm:
This section shall include a brief description of the Firm's size as well as the proposed local
organizational structure. Specifically, the City is interested in the potential for a long-term service
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relationship that would include financial stability. Include a discussion on the Firm's financial
stability, capacity, and resources. If applicable, include all other firms participating in this
Proposal, including similar information about the firm/subcontractors.
Additionally, this section shall include a listing of any relevant lawsuit and/or subcontractors’
litigation and the result of that action resulting from (a) any public project undertaken by the Firm
or by its subcontractors where litigation is still pending or has occurred within the last five years
or (b) any type of project where claims or settlements were paid by the Firm or its insurers within
the last five years.
3. Qualifications of the Firm:
This section shall include a brief description of the Firm's and sub-contractor's qualification and
previous experience on similar or related projects. Provide a description of pertinent project
experience with other public municipalities (maximum of four) and private sector (maximum of
two) that includes a summary of the work performed, the total project cost, the percentage of
work the Firm was responsible for, the period over which the work was completed, and the name,
title, and phone number of clients to be contacted for references. Give a brief statement of the
Firm's adherence to the schedule and budget for each project.
4. Work Plan:
In this section, present a well-conceived service plan. This section of the proposal shall establish the
Firm’s understanding of the City's objectives and work requirements and the Firm's ability to satisfy
those objectives and requirements. Describe the proposed approach for addressing the required
service, outlining the approach that would be undertaken in providing the requested services.
Include a timetable for transition to full operation. Describe related service experience by both the
Firm and any subcontractors in similar work. Please describe the role, extent of services (number
of people used or saved, engagement duration, and contract value).
5. Staffing:
In this section, discuss how the Firm would propose to staff the service described in ATTACHMENT
C. Proposed on-site support technicians are considered key personnel and shall be identified by
name, specific responsibilities, and their qualifications. Include a current resume and position
description for each of the proposed support technicians. Proposed key personnel will be an
important factor considered. There can be no change of key personnel once the proposal is
submitted, without prior approval from the City.
6. Proposed Innovations:
The Firm may also suggest technical or procedural innovations that have been used successfully on
other engagements and that may provide the City with better service delivery. In this section
discuss any ideas, innovative approaches, or specific new concepts included in the Proposal that
would provide benefit to the City's assessment of the Proposal. Focus primarily on cost saving or
efficiency- enhancing innovations. Include any performance-measuring matrix proposals as well.
7. Proposal Costs Sheet and Rates:
In this section include the proposed costs to provide the services desired. Include any other cost
and price information that would be contained in an agreement with the City. Include the costs for
extra after-hours services or any other services that are considered optional additions.
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L. UNDERSTANDING OF REQUIREMENTS
All proposals accepted by the City must be signed by an authorized representative of the company.
The submission of a signed proposal will be interpreted to mean that the company has thereby
agreed to all conditions, instructions, descriptions and specifications contained herein. All samples
submitted by the company in support of its quote shall become the property of the City.
M. QUESTIONS/CLARIFICATIONS
Please email any questions regarding this RFP to Daisy Guerrero, Management Analyst, with the
subject line “IT Services RFP Questions” at dguerrero@cityofrosemead.org. Questions must be
received by 12pm on 10/1/2019. All questions received prior to the deadline will be collected and
responses will be posted to the City's website by 10/3/2019.
N. INSURANCE
The City will require the successful Proposer to provide Certificates of Insurance evidencing required
coverage types and the minimum limits. See ATTACHMENT B: INSURANCE for more information on the
City’s insurance requirements.
O. PROFESSIONAL SERVICES AGREEMENT
The City will require the successful Proposer to execute a professional services agreement with the
City. Please review Attachment A: PROFESSIONAL SERVICES AGREEMENT SAMPLE and identify any
questions or areas or concern in your response to the City.
P. CITY'S RESPONSIBILITY
Upon awarding of the contract, the City shall provide the selected consultant with any pertinent
ordinances and resolutions or any other information mutually agreed upon that will assist the
consultant with the completion of the contract requirements.
Q. PROPOSAL CONTENT/FORMAT
The consultant shall submit a comprehensive proposal, as follows:
1. Cover letter.
2. Name and address of consultant (please include address of local office if applicable).
3. The principle contact person that the consultant will assign to the Rosemead account.
4. A description of your understanding of the project.
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5. Experience and qualifications of the consultant and management team, including a description of
relevant similar services. The City reserves the right to reject any of the firm’s consultants or
management team. After the proposal deadline, substitution of consultants and management
team may only be made with the permission of the City.
6. A reference list of at least three (3) other public agencies, including contact person’s name and
phone number.
7. A list of any pending or previous litigation over the past five years related to your firm’s work, and
the outcome of any closed claims or cases.
8. A not-to-exceed fixed all-inclusive monthly total service costs to the City, including a breakdown
of staffing and resources proposed.
The consultant acknowledges that submittal of a proposal constitutes acceptance of and a
willingness to comply with all of the terms, conditions and criteria contained within this RFP.
Proposals not in compliance with the terms and conditions contained herein may be cause for
rejection. The City reserves the right to interpret or change any provision of this RFP at any time
prior to the proposal submission due date. Such changes or interpretations will be in the form of
an addendum.
R. PROPOSAL EVALUATION AND CRITERIA
Proposals will be evaluated on the proposer’s ability to provide services that meet the requirements
set forth in this RPF. The City reserves the right to make such investigations as it deems necessary to
determine the ability of the proposer to provide services meeting a satisfactory level of performance
in accordance with the City’s requirements. The proposer shall furnish such information and data for
this purpose as the City may request, at no cost to the City. Interviews and presentations by one,
several, or all of the proposers submitting a proposal may be requested if deemed necessary to fully
understand and evaluate the proposer’s capabilities and qualifications.
The adequacy, depth, and clarity of the proposal will influence, to a considerable degree, its evaluation.
The final selection of the consultants will be based on the following criteria:
1. Narrative describing methodology and protocols
2. Understanding the scope of services.
3. Quality of proposal.
4. Ability of the consultant to provide the full range of requested services.
5. Demonstrated professional skills and credentials of staff to be assigned to this agreement.
6. Related experience and expertise.
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7. Consultant’s ability to execute the contract in a timely manner
8. References.
9. Cost as compared to related service requirements (lowest cost will not be the sole
determining factor).
The award of a contract will be based on a combination of the aforementioned criteria and costs.
S. DISCRETION AND LIABILITY WAIVER
1. Proposers shall carefully read the information contained in this RFP and submit a complete
response to all requirements and questions as directed. Incomplete proposals may be considered
non-responsive and may be rejected in the City’s discretion.
2. All information, documentation, and other materials submitted in response to this solicitation are
considered non-confidential and/or non-proprietary and are subject to public disclosure after the
solicitation is completed.
3. Proposers shall prepare and develop proposals at their sole cost and expense.
4. The City makes no representations of any kind that an award of a contract will be made as a result
of this RFP, or subsequent RFP. The City reserves the right to accept or reject any or all proposals,
waive any formalities or minor technical inconsistencies, and/or delete any item/requirements
from this RFP when deemed to be in City’s best interest.
5. Failure to comply with all requirements contained in this RFP may result in the rejection of a
proposal.
6. A proposal may be modified or withdrawn in person at any time before the scheduled due date,
provided a receipt for the withdrawn proposal signed by the proposer’s authorized
representative. The City reserves the right to request proof of authorization to withdraw a
proposal.
7. The City may evaluate the proposals based on the anticipated completion of all or any portion of
the project. The City reserves the right to divide the project into multiple parts, to reject any and
all proposals and re-solicit for new proposals, or to reject any and all proposals and temporarily
or permanently abandon the project.
8. The City may, in the evaluation of proposals, request clarification from proposers regarding their
proposals, obtain additional material or literature, and pursue other avenues of research as
necessary to ensure that a thorough evaluation is conducted.
9. By submitting a proposal in response to this RFP, the consultant accepts the evaluation process,
acknowledges and accepts that determination will require subjective judgments by the City, and
waives all right to protest or seek any legal remedies whatsoever regarding any aspect of this RFP.
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10. The City of Rosemead expects the highest level of ethical conduct from proposers, including
adherence to all applicable laws and local ordinances regarding ethical behavior.
11. If an agreement cannot be reached with the highest ranked proposer, City reserves the right to
terminate negotiations with that party and enter into negotiations with the next highest ranked
proposer.
12. Finalists in the selection process may be asked to attend an interview once the RFP process is
complete.
13. Acceptance of any proposal is contingent upon the proposer’s certification and agreement by
submittal of its offer, to comply and act in accordance with all provisions of the City’s Municipal
Code.
All proposals submitted shall be binding for 90 days from the date of submittal.
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ATTACHMENT A
CITY OF ROSEMEAD AGREEMENT SAMPLE
(DRAFT)
CITY OF ROSEMEAD
PROFESSIONAL SERVICES AGREEMENT
BY AND BETWEEN
CITY OF ROSEMEAD
AND
CONSULTANT
1. PARTIES AND DATE.
This Professional Services Agreement (“Agreement”) is made and entered into this _______ day of _______, 2019
by and between the CITY OF ROSEMEAD, a municipal organization organized under the laws of the State of California with
its principal place of business at 8838 E. Valley Blvd., Rosemead, California 91770 (“City”) and Consultant (“Consultant”).
City and Consultant are sometimes individually referred to herein as “Party” and collectively as “Parties.”
2. RECITALS.
2.1 Consultant.
Consultant desires to perform and assume responsibility for the provision of certain professional services required
by the City on the terms and conditions set forth in this Agreement. Consultant represents that it is experienced in
providing professional services associated support and maintenance of the City’s information technology (“IT”) infrastructure.
2.2 Project.
City desires to utilize the services of Consultant as an independent contractor to provide IT services to the City
(“Project”).
3. TERMS.
3.1 Scope of Services and Term.
3.1.1 General Scope of Services. Consultant promises and agrees to furnish to the City all labor, materials,
tools, equipment, services, and incidental and customary work necessary to fully and adequately supply the professional
consulting services necessary for the Project (“Services”). The Services are more particularly described in Exhibit “A”
attached hereto and incorporated herein by reference. All Services shall be subject to, and performed in accordance with,
this Agreement, the exhibits attached hereto and incorporated herein by reference, and all applicable local, state and
federal laws, rules and regulations.
3.1.2 Term. The term of this Agreement shall be from DATE to DATE and may be extended for up to two (2)
additional year(s) at the sole discretion of the City, unless earlier terminated as provided herein. Consultant shall complete
the Services within the term of this Agreement, and shall meet any other established schedules and deadlines.
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3.2 Responsibilities of Consultant.
3.2.1 Control and Payment of Subordinates; Independent Contractor. The Services shall be performed by
Consultant or under its supervision. Consultant will determine the means, methods and details of performing the Services
subject to the requirements of this Agreement. City retains Consultant on an independent contractor basis and not as an
employee. Consultant retains the right to perform similar or different services for others during the term of this
Agreement. Any additional personnel performing the Services under this Agreement on behalf of Consultant shall also not
be employees of City and shall at all times be under Consultant’s exclusive direction and control. Consultant shall pay all
wages, salaries, and other amounts due such personnel in connection with their performance of Services under this
Agreement and as required by law. Consultant shall be responsible for all reports and obligations respecting such
additional personnel, including, but not limited to: social security taxes, income tax withholding, unemployment insurance,
disability insurance, and workers’ compensation insurance.
3.2.2 Schedule of Services. Consultant shall perform the Services expeditiously, within the term of this
Agreement, and in accordance with the Schedule of Services set forth in Exhibit “C” attached hereto and incorporated
herein by reference. Consultant represents that it has the professional and technical personnel required to perform the
Services in conformance with such conditions. In order to facilitate Consultant’s conformance with the Schedule, City shall
respond to Consultant’s submittals in a timely manner. Upon request of City, Consultant shall provide a more detailed
schedule of anticipated performance to meet the Schedule of Services.
3.2.3 Conformance to Applicable Requirements. All work prepared by Consultant shall be subject to the
approval of City.
3.2.4 Substitution of Key Personnel. Consultant has represented to City that certain key personnel will perform
and coordinate the Services under this Agreement. Should one or more of such personnel become unavailable, Consultant
may substitute other personnel of at least equal competence upon written approval of City. In the event that City and
Consultant cannot agree as to the substitution of key personnel, City shall be entitled to terminate this Agreement for
cause. As discussed below, any personnel who fail or refuse to perform the Services in a manner acceptable to the City, or
who are determined by the City to be uncooperative, incompetent, a threat to the adequate or timely completion of the
Project or a threat to the safety of persons or property, shall be promptly removed from the Project by the Consultant at
the request of the City.
3.2.5 City’s Representative. The City hereby designates the City Manager, or his or her designee, to act as its
representative for the performance of this Agreement (“City’s Representative”). City’s Representative shall have the power
to act on behalf of the City for all purposes under this Contract. Consultant shall not accept direction or orders from any
person other than the City’s Representative or his or her designee.
3.2.6 Consultant’s Representative. Consultant hereby designates Consultant Staff to act as its representative
for the performance of this Agreement (“Consultant’s Representative”). Consultant’s Representative shall have full
authority to represent and act on behalf of the Consultant for all purposes under this Agreement. The Consultant’s
Representative shall supervise and direct the Services, using his/her best skill and attention, and shall be responsible for
all means, methods, techniques, sequences and procedures and for the satisfactory coordination of all portions of the
Services under this Agreement.
3.2.7 Coordination of Services. Consultant agrees to work closely with City staff in the performance of Services
and shall be available to City’s staff, consultants and other staff at all reasonable times.
3.2.8 Standard of Care; Performance of Employees. Consultant shall perform all Services under this Agreement
in a skillful and competent manner, consistent with the standards generally recognized as being employed by professionals
in the same discipline in the State of California. Consultant represents and maintains that it is skilled in the professional
calling necessary to perform the Services. Consultant warrants that all employees and subcontractors shall have sufficient
skill and experience to perform the Services assigned to them. Finally, Consultant represents that it, its employees and
subcontractors have all licenses, permits, qualifications and approvals of whatever nature that are legally required to
perform the Services, including a City Business License and certification(s) and that such licenses, certifications and
approvals shall be maintained throughout the term of this Agreement. As provided for in the indemnification provisions
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of this Agreement, Consultant shall perform, at its own cost and expense and without reimbursement from the City, any
services necessary to correct errors or omissions which are caused by the Consultant’s failure to comply with the standard
of care provided for herein. Any employee of the Consultant or its sub-consultants who is determined by the City to be
uncooperative, incompetent, a threat to the adequate or timely completion of the Project, a threat to the safety of persons
or property, or any employee who fails or refuses to perform the Services in a manner acceptable to the City, shall be
promptly removed from the Project by the Consultant and shall not be re-employed to perform any of the Services or to
work on the Project.
3.2.9 Laws and Regulations. Consultant shall keep itself fully informed of and in compliance with all local, state
and federal laws, rules and regulations in any manner affecting the performance of the Project or the Services, including
all Cal/OSHA requirements, and shall give all notices required by law. Consultant shall be liable for all violations of such
laws and regulations in connection with Services. If the Consultant performs any work knowing it to be contrary to such
laws, rules and regulations and without giving written notice to the City, Consultant shall be solely responsible for all costs
arising therefrom. Consultant shall defend, indemnify and hold City, its officials, directors, officers, employees and agents
free and harmless, pursuant to the indemnification provisions of this Agreement, from any claim or liability arising out of
any failure or alleged failure to comply with such laws, rules or regulations.
3.2.10 Insurance.
3.2.10.1 Time for Compliance. Consultant shall maintain prior to the beginning of and for the direction of this
Agreement insurance coverage as specified in “Exhibit B” attached to and part of this agreement.
3.2.11 Safety. Contractor shall execute and maintain its work so as to avoid injury or damage to any person or
property. In carrying out its Services, the Contractor shall at all times be in compliance with all applicable local, state and
federal laws, rules and regulations, and shall exercise all necessary precautions for the safety of employees appropriate to
the nature of the work and the conditions under which the work is to be performed. Safety precautions as applicable shall
include, but shall not be limited to: (A) adequate life protection and life-saving equipment and procedures; (B) instructions
in accident prevention for all employees and subcontractors, such as safe walkways, scaffolds, fall protection ladders,
bridges, gang planks, confined space procedures, trenching and shoring, equipment and other safety devices, equipment
and wearing apparel as are necessary or lawfully required to prevent accidents or injuries; and (C) adequate facilities for
the proper inspection and maintenance of all safety measures.
3.3 Fees and Payments.
3.3.1 Compensation. Total payment to Consultant shall not exceed Consultant’s Proposal. Extra Work may be
authorized, as described below, and if authorized, will be compensated at the rates and manner set forth in this Agreement.
3.3.2 Payment of Compensation. City agrees to compensate Consultant for services under this Agreement in
compliance with the schedule set forth in this Agreement. Payment will be made only after submission of proper monthly
invoices in the form and manner specified by City. City shall endeavor to pay invoices bearing correct and authorized charges
within 30-days of the date they are received; however, Consultant acknowledges and agrees that due to City warrant run
procedures, the City cannot guarantee that payment will occur within this time period. City shall not be responsible to
Consultant for any additional charges, interest or penalties due to a failure to pay within such period.
3.3.3 Reimbursement for Expenses. Consultant shall not be reimbursed for any expenses unless authorized in
writing by City.
3.3.4 Extra Work. At any time during the term of this Agreement, City may request that Consultant perform
Extra Work. As used herein, “Extra Work” means any work which is determined by City to be necessary for the proper
completion of the Project, but which the parties did not reasonably anticipate would be necessary at the execution of this
Agreement. Consultant shall not perform, nor be compensated for, Extra Work without written authorization from City’s
Representative.
3.3.5 Prevailing Wages. Consultant is aware of the requirements of California Labor Code Section 1720, et
seq., and 1770, et seq., as well as California Code of Regulations, Title 8, Section 1600, et seq., (“Prevailing Wage Laws”),
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which require the payment of prevailing wage rates and the performance of other requirements on “public works” and
“maintenance” projects. If the Services are being performed as part of an applicable “public works” or “maintenance”
project, as defined by the Prevailing Wage Laws, and if the total compensation is $1,000 or more, Consultant agrees to fully
comply with such Prevailing Wage Laws. City shall provide Consultant with a copy of the prevailing rates of per diem wages
in effect at the commencement of this Agreement. Consultant shall make copies of the prevailing rates of per diem wages
for each craft, classification or type of worker needed to execute the Services available to interested parties upon request,
and shall post copies at the Consultant’s principal place of business and at the project site. Consultant shall defend,
indemnify and hold the City, its elected officials, officers, employees and agents free and harmless from any claim or liability
arising out of any failure or alleged failure to comply with the Prevailing Wage Laws.
3.4 Accounting Records.
3.4.1 Maintenance and Inspection. Consultant shall maintain complete and accurate records with respect to
all costs and expenses incurred under this Agreement. All such records shall be clearly identifiable. Consultant shall allow
a representative of City during normal business hours to examine, audit, and make transcripts or copies of such records
and any other documents created pursuant to this Agreement. Consultant shall allow inspection of all work, data,
documents, proceedings, and activities related to the Agreement for a period of three (3) years from the date of final
payment under this Agreement.
3.5 General Provisions.
3.5.1 Termination of Agreement.
3.5.1.1 Grounds for Termination. City may, by written notice to Consultant, terminate the whole or any part of
this Agreement at any time and without cause by giving written notice to Consultant of such termination, and specifying
the effective date thereof, at thirty (30) days before the effective date of such termination. Consultant may not terminate
this Agreement except for cause.
3.5.1.2 Effect of Termination. If this Agreement is terminated as provided herein, City may require Consultant
to provide all finished or unfinished Documents and Data and other information of any kind prepared by Consultant in
connection with the performance of Services under this Agreement. Consultant shall be required to provide such
document and other information within seven (7) calendar days of the request.
3.5.1.3 Additional Services. In the event this Agreement is terminated in whole or in part as provided herein,
City may procure, upon such terms and in such manner as it may determine appropriate, services similar to those
terminated.
3.5.2 Delivery of Notices. All notices permitted or required under this Agreement shall be given to the
respective parties at the following address, or at such other address as the respective parties may provide in writing for
this purpose:
CONSULTANT:
Consultant
CITY:
City of Rosemead
P.O. Box 399
Rosemead, CA 91770
Attn: City Clerk’s Office
Such notice shall be deemed made when personally delivered or when mailed,
forty-eight (48) hours after deposit in the U.S. Mail, first class postage prepaid and addressed to the party at its applicable
address. Actual notice shall be deemed adequate notice on the date actual notice occurred, regardless of the method of
service.
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3.5.3 Ownership of Materials and Confidentiality.
3.5.3.1 Documents & Data; Licensing of Intellectual Property. This Agreement creates a non-exclusive and
perpetual license for City to copy, use, modify, reuse, or sublicense any and all copyrights, designs, and other intellectual
property embodied in plans, specifications, studies, drawings, estimates, and other documents or works of authorship fixed
in any tangible medium of expression, including but not limited to, physical drawings or data magnetically or otherwise
recorded on computer diskettes, which are prepared or caused to be prepared by Consultant under this Agreement
(“Documents & Data”). Consultant shall require all subcontractors to agree in writing that City is granted a non-exclusive
and perpetual license for any Documents & Data the subcontractor prepares under this Agreement. Consultant represents
and warrants that Consultant has the legal right to license any and all Documents & Data. Consultant makes no such
representation and warranty in regard to Documents & Data which were prepared by design professionals other than
Consultant or provided to Consultant by the City. City shall not be limited in any way in its use of the Documents and Data
at any time, provided that any such use not within the purposes intended by this Agreement shall be at City’s sole risk.
All reports, documents or other written material developed by Consultant in the performance of this Agreement shall be and
remain the property of City without restriction or limitation upon its use or dissemination by City. Such material shall not be
the subject of a copyright application by Consultant.
3.5.3.2 Confidentiality. All ideas, memoranda, specifications, plans, procedures, drawings, descriptions,
computer program data, input record data, written information, and other Documents and Data either created by or
provided to Consultant in connection with the performance of this Agreement shall be held confidential by Consultant.
Such materials shall not, without the prior written consent of City, be used by Consultant for any purposes other than the
performance of the Services. Nor shall such materials be disclosed to any person or entity not connected with the
performance of the Services or the Project. Nothing furnished to Consultant which is otherwise known to Consultant or is
generally known, or has become known, to the related industry shall be deemed confidential. Consultant shall not use
City’s name or insignia, photographs of the Project, or any publicity pertaining to the Services or the Project in any
magazine, trade paper, newspaper, television or radio production or other similar medium without the prior written
consent of City.
3.5.4 Cooperation; Further Acts. The Parties shall fully cooperate with one another, and shall take any
additional acts or sign any additional documents as may be necessary, appropriate or convenient to attain the purposes of
this Agreement.
3.5.5 Attorney’s Fees. If either party commences an action against the other party, either legal, administrative
or otherwise, arising out of or in connection with this Agreement, the prevailing party in such litigation shall be entitled to
have and recover from the losing party reasonable attorney’s fees and all other costs of such action.
3.5.6 Indemnification. Consultant shall defend, indemnify and hold the City, its officials, officers, employees,
volunteers and agents free and harmless from any and all claims, demands, causes of action, costs, expenses, liability, loss,
damage or injury, in law or equity, to property or persons, including wrongful death, in any manner arising out of or incident
to any alleged acts, omissions or willful misconduct of Consultant, its officials, officers, employees, agents, consultants and
contractors arising out of or in connection with the performance of the Services, the Project or this Agreement, including
without limitation the payment of all consequential damages and attorney’s fees and other related costs and expenses.
Consultant shall defend, at Consultant’s own cost, expense and risk, any and all such aforesaid suits, actions or other legal
proceedings of every kind that may be brought or instituted against City, its directors, officials, officers, employees, agents
or volunteers. Consultant shall pay and satisfy any judgment, award or decree that may be rendered against City or its
directors, officials, officers, employees, agents or volunteers, in any such suit, action or other legal proceeding. Consultant
shall reimburse City and its directors, officials, officers, employees, agents and/or volunteers, for any and all legal expenses
and costs incurred by each of them in connection therewith or in enforcing the indemnity herein provided. Consultant’s
obligation to indemnify shall not be restricted to insurance proceeds, if any, received by the City, its directors, officials,
officers, employees, agents or volunteers
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3.5.7 Entire Agreement. This Agreement contains the entire Agreement of the parties with respect to the
subject matter hereof, and supersedes all prior negotiations, understandings or agreements. This Agreement may only be
modified by a writing signed by both parties.
3.5.8 Governing Law. This Agreement shall be governed by the laws of the State of California. Venue shall be
in Los Angeles County.
3.5.9 Time of Essence. Time is of the essence for each and every provision of this Agreement.
3.5.10 City’s Right to Employ Other Consultants. City reserves right to employ other consultants in connection
with this Project.
3.5.11 Successors and Assigns. This Agreement shall be binding on the successors and assigns of the parties.
3.5.12 Assignment or Transfer. Consultant shall not assign, hypothecate, or transfer, either directly or by
operation of law, this Agreement or any interest herein without the prior written consent of the City. Any attempt to do
so shall be null and void, and any assignees, hypothecates or transferees shall acquire no right or interest by reason of such
attempted assignment, hypothecation or transfer.
3.5.13 Construction; References; Captions. Since the Parties or their agents have participated fully in the
preparation of this Agreement, the language of this Agreement shall be construed simply, according to its fair meaning,
and not strictly for or against any Party. Any term referencing time, days or period for performance shall be deemed
calendar days and not work days. All references to Consultant include all personnel, employees, agents, and
subcontractors of Consultant, except as otherwise specified in this Agreement. All references to City include its elected
officials, officers, employees, agents, and volunteers except as otherwise specified in this Agreement. The captions of the
various articles and paragraphs are for convenience and ease of reference only, and do not define, limit, augment, or
describe the scope, content, or intent of this Agreement.
3.5.14 Amendment; Modification. No supplement, modification, or amendment of this Agreement shall be
binding unless executed in writing and signed by both Parties.
3.5.15 Waiver. No waiver of any default shall constitute a waiver of any other default or breach, whether of the
same or other covenant or condition. No waiver, benefit, privilege, or service voluntarily given or performed by a Party
shall give the other Party any contractual rights by custom, estoppel, or otherwise.
3.5.16 No Third Party Beneficiaries. There are no intended third party beneficiaries of any right or obligation
assumed by the Parties.
3.5.17 Invalidity; Severability. If any portion of this Agreement is declared invalid, illegal, or otherwise
unenforceable by a court of competent jurisdiction, the remaining provisions shall continue in full force and effect.
3.5.18 Prohibited Interests. Consultant maintains and warrants that it has not employed nor retained any
company or person, other than a bona fide employee working solely for Consultant, to solicit or secure this Agreement.
Further, Consultant warrants that it has not paid nor has it agreed to pay any company or person, other than a bona fide
employee working solely for Consultant, any fee, commission, percentage, brokerage fee, gift or other consideration
contingent upon or resulting from the award or making of this Agreement. Consultant further agrees to file, or shall cause
its employees or subconsultants to file, a Statement of Economic Interest with the City’s Filing Officer as required under
state law in the performance of the Services. For breach or violation of this warranty, City shall have the right to rescind
this Agreement without liability. For the term of this Agreement, no member, officer or employee of City, during the term
of his or her service with City, shall have any direct interest in this Agreement, or obtain any present or anticipated material
benefit arising therefrom.
3.5.19 Equal Opportunity Employment. Consultant represents that it is an equal opportunity employer and it
shall not discriminate against any subcontractor, employee or applicant for employment because of race, religion, color,
national origin, handicap, ancestry, sex or age. Such non-discrimination shall include, but not be limited to, all activities
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related to initial employment, upgrading, demotion, transfer, recruitment or recruitment advertising, layoff or termination.
Consultant shall also comply with all relevant provisions of City’s Minority Business Enterprise program, Affirmative Action
Plan or other related programs or guidelines currently in effect or hereinafter enacted.
3.5.20 Labor Certification. By its signature hereunder, Consultant certifies that it is aware of the provisions of
Section 3700 of the California Labor Code which require every employer to be insured against liability for Worker’s
Compensation or to undertake self-insurance in accordance with the provisions of that Code, and agrees to comply with
such provisions before commencing the performance of the Services.
3.5.21 Authority to Enter Agreement. Consultant has all requisite power and authority to conduct its business
and to execute, deliver, and perform the Agreement. Each Party warrants that the individuals who have signed this
Agreement have the legal power, right, and authority to make this Agreement and bind each respective Party.
3.5.22 Counterparts. This Agreement may be signed in counterparts, each of which shall constitute an original.
3.6 Subcontracting.
3.6.1 Prior Approval Required. Consultant shall not subcontract any portion of the work required by this
Agreement, except as expressly stated herein, without prior written approval of City. Subcontracts, if any, shall contain a
provision making them subject to all provisions stipulated in this Agreement.
[signatures on next page]
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CITY OF ROSEMEAD CONSULTANT
By: By:
Gloria Molleda, City Manager
Name:
Attest:
Title:
Ericka Hernandez, City Clerk
Approved as to Form:
Rachel Richman, City Attorney
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ATTACHMENT B
CITY OF ROSEMEAD INSURANCE
INSURANCE REQUIREMENTS
Prior to the beginning of and throughout the duration of the Work, Consultant will maintain insurance in conformance with
the requirements set forth below. Consultant will use existing coverage to comply with these requirements. If that existing
coverage does not meet the requirements set forth here, Consultant agrees to amend, supplement or endorse the existing
coverage to do so. Consultant acknowledges that the insurance coverage and policy limits set forth in this section constitute
the minimum amount of coverage required. Any insurance proceeds available to City in excess of the limits and coverage
required in this agreement and which is applicable to a given loss, will be available to City.
Consultant shall provide the following types and amounts of insurance:
General Liability Insurance. Consultant shall maintain commercial general liability insurance with coverage at least as broad
as Insurance Services Office form CG 00 01, in an amount not less than $1,000,000 per occurrence, $2,000,000 general
aggregate, for bodily injury, personal injury, and property damage, and $2,000,000 completed operations aggregate.
Business Auto Coverage. Contractor shall maintain automobile insurance at least as broad as Insurance Services Office form
CA 00 01 including symbol 1 (Any Auto) or the exact equivalent covering bodily injury and property damage for all activities
of the Contractor arising out of or in connection with Work to be performed under this Agreement, including coverage for
any owned, hired, non-owned or rented vehicles, in an amount not less than $1,000,000 combined single limit for each
accident.
Workers Compensation on a state-approved policy form providing statutory benefits as required by law with employer’s
liability limits no less than $1,000,000 per accident or disease.
Technology Professional Liability or Errors and Omissions Insurance as appropriate shall be written on a policy form
coverage specifically designed to protect against acts, errors or omissions of the consultant and “Covered Professional
Services” as designated in the policy must specifically include work performed under this agreement. The policy limit shall
be no less than $1,000,000 per claim and in the aggregate. The policy must “pay on behalf of” the insured and must include
a provision establishing the insurer’s duty to defend. The policy retroactive date shall be on or before the effective date of
this agreement.
Insurance procured pursuant to these requirements shall be written by insurers that are admitted carriers in the state of
California and with an A.M. Bests rating of A- or better and a minimum financial size VII.
Consultant shall procure and maintain Cyber Liability insurance with limits of $1,000,000 per occurrence/loss which shall
include the following coverage:
2. Liability arising from the theft, dissemination and/or use of confidential or personally identifiable information;
including credit monitoring and regulatory fines arising from such theft, disseminations or use of the confidential
information.
3. Network security liability arising from the unauthorized use of, access to, or tampering with computer systems.
4. Liability arising from the failure of technology products (software) required under the contract for Consultant to
properly perform the services intended.
5. Electronic Media Liability arising from personal injury, plagiarism or misappropriation of ideas, domain name
infringement or improper deep-linking or framing, and infringement or violation of intellectual property rights.
6. Liability arising from the failure to render professional services.
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General conditions pertaining to provision of insurance coverage by Consultant. Consultant and City agree to the following
with respect to insurance provided by Consultant:
1. Consultant agrees to have its insurer endorse the third-party general liability coverage required herein to include as
additional insureds City, its officials, employees and agents, using standard ISO endorsement No. CG 2010. Consultant
also agrees to require all contractors, and subcontractors to do likewise.
2. No liability insurance coverage provided to comply with this Agreement shall prohibit Consultant, or Consultant’s
employees, or agents, from waiving the right of subrogation prior to a loss. Consultant agrees to waive subrogation
rights against City regardless of the applicability of any insurance proceeds, and to require all contractors and
subcontractors to do likewise.
3. All insurance coverage and limits provided by Contractor and available or applicable to this agreement are intended
to apply to the full extent of the policies. Nothing contained in this Agreement or any other agreement relating to the
City or its operations limits the application of such insurance coverage.
4. None of the coverages required herein will be in compliance with these requirements if they include any limiting
endorsement of any kind that has not been first submitted to City and approved of in writing.
5. No liability policy shall contain any provision or definition that would serve to eliminate so-called “third party action
over” claims, including any exclusion for bodily injury to an employee of the insured or of any contractor or
subcontractor.
6. All coverage types and limits required are subject to approval, modification and additional requirements by the City,
as the need arises. Consultant shall not make any reductions in scope of coverage (e.g. elimination of contractual
liability or reduction of discovery period) that may affect City’s protection without City’s prior written consent.
7. Proof of compliance with these insurance requirements, consisting of certificates of insurance evidencing all of the
coverages required and an additional insured endorsement to Consultant’s general liability policy, shall be delivered
to City at or prior to the execution of this Agreement. In the event such proof of any insurance is not delivered as
required, or in the event such insurance is canceled at any time and no replacement coverage is provided, City has the
right, but not the duty, to obtain any insurance it deems necessary to protect its interests under this or any other
agreement and to pay the premium. Any premium so paid by City shall be charged to and promptly paid by Consultant
or deducted from sums due Consultant, at City option.
8. Certificate(s) are to reflect that the insurer will provide 30 days’ notice to City of any cancellation of coverage.
Consultant agrees to require its insurer to modify such certificates to delete any exculpatory wording stating that
failure of the insurer to mail written notice of cancellation imposes no obligation, or that any party will “endeavor” (as
opposed to being required) to comply with the requirements of the certificate.
9. It is acknowledged by the parties of this agreement that all insurance coverage required to be provided by Consultant
or any subcontractor, is intended to apply first and on a primary, noncontributing basis in relation to any other
insurance or self-insurance available to City.
10. Consultant agrees to ensure that subcontractors, and any other party involved with the project who is brought onto
or involved in the project by Consultant, provide the same minimum insurance coverage required of Consultant.
Consultant agrees to monitor and review all such coverage and assumes all responsibility for ensuring that such
coverage is provided in conformity with the requirements of this section. Consultant agrees that upon request, all
agreements with subcontractors and others engaged in the project will be submitted to City for review.
11. Consultant agrees not to self-insure or to use any self-insured retentions or deductibles on any portion of the insurance
required herein and further agrees that it will not allow any contractor, subcontractor, Architect, Engineer or other
entity or person in any way involved in the performance of work on the project contemplated by this agreement to
self-insure its obligations to City. If Consultant’s existing coverage includes a deductible or self-insured retention, the
deductible or self-insured retention must be declared to the City. At that time the City shall review options with the
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Consultant, which may include reduction or elimination of the deductible or self-insured retention, substitution of
other coverage, or other solutions.
12. The City reserves the right at any time during the term of the contract to change the amounts and types of insurance
required by giving the Consultant ninety (90) days advance written notice of such change. If such change results in
substantial additional cost to the Consultant, the City will negotiate additional compensation proportional to the
increased benefit to City.
13. For purposes of applying insurance coverage only, this Agreement will be deemed to have been executed immediately
upon any party hereto taking any steps that can be deemed to be in furtherance of or towards performance of this
Agreement.
14. Consultant acknowledges and agrees that any actual or alleged failure on the part of City to inform Consultant of non-
compliance with any insurance requirement in no way imposes any additional obligations on City nor does it waive
any rights hereunder in this or any other regard.
15. Consultant will renew the required coverage annually as long as City, or its employees or agents face an exposure from
operations of any type pursuant to this agreement. This obligation applies whether or not the agreement is canceled
or terminated for any reason. Termination of this obligation is not effective until City executes a written statement to
that effect.
16. Consultant shall provide proof that policies of insurance required herein expiring during the term of this Agreement
have been renewed or replaced with other policies providing at least the same coverage. Proof that such coverage has
been ordered shall be submitted prior to expiration. A coverage binder or letter from Consultant’s insurance agent to
this effect is acceptable. A certificate of insurance and/or additional insured endorsement as required in these
specifications applicable to the renewing or new coverage must be provided to City within five days of the expiration
of the coverages.
17. The provisions of any workers’ compensation or similar act will not limit the obligations of Consultant under this
agreement. Consultant expressly agrees not to use any statutory immunity defenses under such laws with respect to
City, its employees, officials and agents.
18. Requirements of specific coverage features or limits contained in this section are not intended as limitations on
coverage, limits or other requirements nor as a waiver of any coverage normally provided by any given policy. Specific
reference to a given coverage feature is for purposes of clarification only as it pertains to a given issue, and is not
intended by any party or insured to be limiting or all-inclusive.
19. These insurance requirements are intended to be separate and distinct from any other provision in this agreement
and are intended by the parties here to be interpreted as such.
20. The requirements in this Section supersede all other sections and provisions of this Agreement to the extent that any
other section or provision conflicts with or impairs the provisions of this Section.
21. Consultant agrees to be responsible for ensuring that no contract used by any party involved in any way with the
project reserves the right to charge City or Consultant for the cost of additional insurance coverage required by this
agreement. Any such provisions are to be deleted with reference to City. It is not the intent of City to reimburse any
third party for the cost of complying with these requirements. There shall be no recourse against City for payment of
premiums or other amounts with respect thereto.
Consultant agrees to provide immediate notice to City of any claim or loss against Consultant arising out of the work
performed under this agreement. City assumes no obligation or liability by such notice, but has the right (but not the duty)
to monitor the handling of any such claim or claims if they are likely to involve City.
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ATTACHMENT C
CITY OF ROSEMEAD – SCOPE OF SERVICES
The successful contractor will serve as the City’s IT staff for the duration of the contract. Under the
direction of the City Manager and Assistant City Manager, the successful contractor will be responsible
for all facets of the IT function in the City. The winning contractor will:
1. Contractor to provide one on-site full-time support technician to work according to the City’s 4-
10 schedule. The technician will work Monday through Thursday and provide coverage from 7:00
a.m. to 6:00 p.m. The technician will work eight hours from 7:00 am to 6:00 pm with one hour for
lunch. Periodically, the technician will work on Fridays in order to perform routine server
maintenance and scheduled projects requiring downtime. Technician will occasionally work
outside of their scheduled hours as requested by the City.
2. Contractor to provide adequate backup staffing resource to address major and immediate
problems, staffing irregularities, and planned upgrades.
3. Contractor to develop backup plans and procedural documentation for active servers and digitally
archive.
4. Contractor to provide a 24x7 support hotline for after-hours emergencies. Contractors should be
able to provide remote support after hours or report onsite within two hours if requested by the
City. Contractor should specify the hourly rate and any minimum hours for after-hours support.
5. Contractor to provide an Account Manager to prepare a monthly schedule for contract personnel
to cover City’s contracted hours, schedule personnel to cover emergency call-outs, prepare billing
on a monthly basis, handle all administrative duties of contract, and schedule monthly meetings
with the City’s IT overseer.
6. Contractor to provide end user training for various technology as needed. This can be at the
request of the City or when a need is identified by the vendor.
7. Provide timely, professional and effective services, work harmoniously with City staff and other
City contractors, conduct regular status and information meetings, provide regular and timely
reports on outstanding issues, work accomplished, and general network health, and make
recommendations on improving City processes.
8. Provide enforcement of all City policies relating to the use of information technology resources.
9. Provide quarterly hardware inventory reporting and proper and legal electronic disposal of
surplus electronic equipment.
10. Conduct an IT audit within the first 30 days of hire and draft an IT Business Plan within the first
60 days of hire.
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Desktop Support
Support technician is expected to resolve client/caller generated trouble calls in a professional and
efficient manner. Additionally, they will work on special project/task assignments as necessary: to
setup and configure new PCs; to maintain current version levels of desktop software; to install,
upgrade or troubleshoot application software; to conduct hardware and software inventories; to do
hardware installations and modifications on existing PCs and other related tasks. Support technicians
are expected to:
1. Provide Help Desk support for problem resolution and requests for installations and upgrades.
Requests may be received in-person, via telephone, or email.
2. Respond to client/caller with resolution/diagnosis according to prioritization.
3. Communicate with users on a non-technical level.
4. Utilize a tracking system to track and monitor the status of Help Desk requests and to generate
monthly reports of Help Desk activity.
5. Assist designated City personnel with hardware and software purchases as needed and assist with
warranty and other technical support.
Computer Operations
Execution of scheduled processes shall include:
1. Review of all process logs for normal execution and performance.
2. Review of security logs for unusual activity.
3. Ensure scheduled preventive maintenance
4. Monitor server performance and capacity management services
5. Performing backups, backup rotations and restores of all systems, servers, network equipment.
6. Maintenance of network activity records and reports.
7. Monitoring and reporting status of servers.
8. Monitoring and reporting on status of network.
9. Logging of network activities and events.
10. Checking on versions of software that require updates.
11. Maintaining process and operational documentation.
12. Keeping and maintaining records on hardware assets: PCs, Servers, Network equipment, etc.,
Acquisition date, warranty date, maintenance agreement location, maintenance and repair
contact number.
13. Keeping and maintaining records on all software: PCs, Servers, Databases, Applications, OS, etc.
Security Administration Support
Support technicians are expected to maintain security of the City’s network and IT resources in
accordance with industry best practices and City policy. Activities are generally described as:
1. Administration of network user access rights as approved by City.
2. Administration of global and group security policies as approved by the City.
3. Performing quarterly scans for wireless access points as required for PCI compliance.
4. Network, network device, and systems security administration and record keeping.
5. Monitoring for intrusion attempts, attacks, viruses, etc.
6. Firewall configuration and version updates.
7. Keep servers, workstations, and appliances up-to-date with security patches.
8. Notify City personnel immediately of suspected breaches of security.
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Network Administration and Systems Support
Support technician is expected to provide all the necessary network and system technical expertise
to the City to have its systems and network operate efficiently and effectively and minimize down
time. Minor system changes and routine maintenance such as server patches requiring short planned
outages may be scheduled on designated Fridays when City Hall is closed. However, after hours and
weekend work may be necessary to resolve problems or for major system changes or upgrades
requiring more than one day. The Network and Systems Support activities are expected to be the
standard activities for a similar-sized City IT operation. They are generally described as follows:
1. Maintain all City network equipment including switches, firewalls, routers, IP phones system and
other security devices.
2. Manage backup and disaster recovery systems.
3. Install and maintain printers, network copiers/scanners, group policy, software updates, etc. as
deemed necessary and maintain a citywide network diagram.
4. Network and network device performance monitoring, diagnostics, and tuning.
5. Network and network device configuration and version updates.
6. Network and network device configuration management and record keeping.
7. Network, network device, and server capacity monitoring and planning.
8. Server OS configuration and version updates.
9. Anti-malware software management (keeping current updates and versions).
10. Coordination and cooperation with other City service providers.
11. Provide troubleshooting and resolution of network communications problems within City’s existing
network as these problems are reported through the IT Help Desk or identified by Support
technicians.
Planning and Project Management
Support technicians are expected to assist the Information Technology Services Manager with
planning and project management duties including:
1. Analysis of information systems needs
2. Long-range information systems planning and forecasting
3. Researching and evaluating technical solutions
4. Acquiring quotes
5. Preparing project implementation plans and timelines
6. Coordinating with City staff and contractors
7. Conducting project meetings
8. Preparing project status reports
Communication and Analysis
Support technicians are expected to have an effective communication rapport with the City, providing
valuable, accurate information in a timely manner. Proficient verbal and written communication skills
are essential.
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The City’s network infrastructure is comprised of the following:
SERVERS ROLES
RMHYPER V Host server
RMDC1 Domain controller
RMDC-V DNS server
RMVFS Virtual File server
RMVFIN Finance server
RMPRINT Print server
RMEX10 Exchange 2010 server
GRANICUS Video management server
RMAVS ESET server
RMSERVICES DHCP server
RMVDB Virtual DB server
RMPETLICIIS IIS Pet license server
RMFINANCESQL Finance SQL server
PSCDC Public Safety Domain controller
Total = 14 servers
CITY OF ROSEMEAD
DESKTOPS
CITYHALL Windows 7 8
Windows 10 41 desktops / 2 laptops
RCRC Windows 7
Windows 10 6
GARVEY PARK Windows 7 1
Windows 10 2
PUBLIC SAFETY Windows 7 1
Windows 10 4
PUBLIC SERVICES Windows 7 5
Windows 10 4
ROSEMEAD AQUATIC Windows 7
Windows 10 2
ROSEMEAD PARK
AND DAYCARE
Windows 7
Windows 10 3
SPLASH ZONE Windows 7
Windows 10 2
GARVEY CENTER Windows 7
Windows 10 6
Total = 85 Desktops
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ALL CITY SOFTWARE
TYLER Finance software - use for General Ledger, financial management
GRANICUS Agenda Management software - used for document workflow and live view of council
meetings
OFFICE 365 Microsoft office software
HDL Used by staff to view permit and business license
ADOBE CLOUD Used by designated staff to edit, create, view PDFS / create flyers
AUTOCAD used by designated staff for drawing and plan viewer
EGNYTE File share software, use by staff to save and share documents
CRM
(GOVOUTREACH)
Use by city personnel as a ticket system for Rosemead residents
LOCATIONS MPLS CIRCUIT (BANDWIDTH) CAMERA SYSTEM
CITY HALL Main circuit 50/50 yes
COMMUNITY
RECREATION
CENTER (RCRC)
20/20 yes
GARVEY PARK 20/20 yes
JAY IMPERIAL PARK
KLINGERMAN PARK
PUBLIC SAFETY 20/20 yes
PUBLIC SERVICES upgrade in progress (20/20) yes
ROSEMEAD
AQUATIC CENTER
upgrade in progress (20/20) yes
ROSEMEAD PARK
AND DAYCARE
20/20 yes
SALLY TANNER
PARK
SPLASH ZONE 20/20 yes
GARVEY CENTER upgrade in progress (20/20) yes
ZAPOPAN PARK
LOCATIONS # OF PRINTERS
CITY HALL 20
ROSEMEAD COMM
RECREATION CTR
1
GARVEY PARK 2
PUBLIC SAFETY 1
PUBLIC SERVICES 1
ROSEMEAD
AQUATIC CENTER
1
ROSEMEAD PARK &
DAYCARE
1
GARVEY CENTER 1
SPLASH ZONE AT
GARVEY PARK
1
TOTAL = 29
City of Rosemead – Information Technology Management Services Request for Proposal No. 2019-11
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Below is additional information on the City’s current information technology
systems and services:
1. ISP
a. Spectrum: Internet provider
b. TPX: MPLS and PRI phone service
2. Firewall
a. We currently use Sonic Firewall for the City of Rosemead
i. Make and Model – Sonic Firewall 3500
b. There are 3 firewalls
i. City Hall
ii. RCRC
iii. Public Safety
3. Switches
a. Cisco Catalyst 2960 24/48p POE switches
Cisco Catalyst 3560 8p POE switch
Netgear FS750T2 48 port switch
b. There are currently 13 switches in production
c. Level support: Basic Support
4. Network Connectivity
a. Type of cabling – CAT5, CAT6, and Fiber
5. Network Topology
a. The City is on a Tree Topology network
b. The City is on a Layer 3 operation
6. VoIP
a. The City is on a VoIP system and VoIP ShoreTel phones
b. It is locally managed
c. InteleSysOne provide remote and on-site hardware support
7. (High Availability) City currently has redundancy on the following items:
a. Internet service provider – Spectrum and TPX
b. Servers – Daily backups to Barracuda appliance and cloud; two domain controllers;
Cloud file storage
8. Wireless Controller and Access Points
a. The City is using Aerohive wireless AP’s (26 in total)
b. Cloud managed
c. Aerohive provides remote and hardware support
9. Make/model of all systems:
a. Dell PowerEdge R310/R420/R520/R530/T330 servers
b. Barracuda cloud backup and mail filter
c. Microsoft Surface Pro
d. Dell XPS and Latitude laptops
e. Dell OptiPlex 7060 PC’s (i5 processor)
City of Rosemead – Information Technology Management Services Request for Proposal No. 2019-11
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f. Dell OptiPlex 3011 All in one PC’s
g. IBM ThinkCentre PC’s (i5 processor)
h. HP LaserJet printers (B/W & color)
i. Ricoh copiers and plotter C5100, C4500, CW2200
j. ShoreTel Desktop phones 212k , 230
k. Aerohive AP’s – AP121, AP550, AP1130
10. Service level agreements and expiration dates:
TPX: 9/1/2021
Spectrum: 3/2/2020
11. Current information technology system support:
Sonicwall (annual renewal)
IntelysisOne for phone system support (annual renewal)
12. Current operating systems running on the servers and workstations:
a. Windows only environment
b. Servers – Windows server 2008 R2 and 2012 R2
c. Workstations – Windows 7 64bit and Windows 10 64bit
City of Rosemead – Information Technology Management Services Request for Proposal No. 2019-11
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ATTACHMENT “D” – DISTRIBUTION LIST
Acorn Technology Services Saalex IT
1960 Chicago Avenue, Suite 9 811 Camarillo Springs Road
Riverside, CA 92507 Camarillo, CA 93012
info@acorntechservices.com sales@saalexit.com
Advanced Microcomputing Concepts Total Network Solutions
550 W. Cienega Avenue 5150 PCH, Suite 530
San Dimas, CA 91773 Long Beach, CA 90804
management@amcsolutions.net sales@totalnetsol.com
Brea IT Solutions Vtech Solution
1 Civic Center Drive 1100 H. Street, #450
Brea, CA 92821 Washington DC 20005
MikeR@ci.brea.ca.us info@vtechsolution.com
Golden Star Technology X-Act Technology Solutions
12881 166th Street 5900 Sepulveda Blvd.
Cerritos, CA 90703 Van Nuys, CA 91411
info@gstes.com info@xactts.com
Intelesysone SoftHQ
3155 Sedona Court 6494 Weathers Pl, #200
Ontario, CA 91764 San Diego, CA 92121
webcontact@intelesysone.com “Contact Us” via website
Interwest Consulting Group
15140 Transistor Lane
Huntington Beach, CA 92649
mmarengo@interwestgrp.com
JR Maley Engineering
5318 Lorretta Drive
Mount Airy, MD 21771-8727
info@jrmaleyengineering.com
Knight Communications
427 Yale Avenue, #201
Claremont, CA 91711
info@knightcommunications.com
LanWan Enterprises
17500 Red Hill Avenue, #120
Irvine, CA 92614
ramid@lanwane.com