HomeMy WebLinkAbout2016-12-13; City Council; ; Adopt a Resolution authorizing the execution of Amendment No. 2 to extend and amend the agreement for IT staffing services with Apex Systems IncCA Review~
CITY COUNCIL
Staff Report
Meeting Date:
To:
From:
Staff Contact:
Subject:
December 13, 2016
Mayor and City Council
V
Kevin Crawford, City Manag~
Nicholas Lourian, Information Technology Director
nicholas.lourian@carlsbadca.gov or 760-602-2454
Adopt a Resolution authorizing the execution of Amendment No. 2 to
extend and amend the agreement for IT staffing services with Apex
Systems, Inc.
Recommended Action
Adopt a Resolution authorizing the execution of Amendment No. 2 to extend and amend the
agreement for IT staffing services, in an amount not to exceed $140,000, with Apex Systems, Inc.
Executive Summary
The Information Technology Department has a contract with Apex Systems, Inc. (Apex) for
contract staffing that needs to be continued. In order to continue, an amendment needs to be
completed that adds additional funding and time.
Discussion
On May 20, 2015, the Information Technology Department entered a one-year agreement with
Apex for contracted IT personnel, in an amount not to exceed $90,000. Under this agreement
Apex provided the city with a Network Engineer.
On August 12, 2016, approximately three months after the natural expiration of the Apex
agreement, the city ratified Amendment No. 1 which extended the agreement for one year (May
20, 2016 to May 19, 2017) and amended the agreement by adding an amount not to exceed
$90,000. These monies funded the completion of work performed by the Network Engineer and
funded a contracted person to assist the Business Intelligence group with writing reports and
assisting with the Energov implementation. Funding for these contracted personnel was
approved in the FY 2016-17 IT budget process.
Due to recent city staffing changes, IT is requesting to continue its use of contracted personnel
provided by Apex. IT estimates that an additional $140,000 is needed to fund the Apex
agreement to the end of the fiscal year on June 30, 2017. In addition, the contract needs to be
extended to June 30, 2017.
Fiscal Analysis
Funding for this contract staffing was approved during the FY 2016-17 process in the Business
Intelligence budget.
Item #13 December 13, 2016 Page 1 of 5
Next Steps
Execute Amendment No. 2 thereby amending and extending the agreement with Apex Systems,
Inc., to June 30, 2017 in an amount not to exceed $140,000.
Environmental Evaluation (CEQA)
Pursuant to the Public Resources Code Section 21065, this action does not constitute a "project"
within the meaning of CEQA in that it has no potential to cause either direct physical change in
the environment, or a reasonably foreseeable indirect physical change in the environment, an
therefore, does not require environmental review.
Public Notification
None required.
Exhibits
1. Resolution authorizing the execution of Amendment No. 2 to extend and amend the
agreement for IT staffing services with Apex Systems, Inc.
Item #13 December 13, 2016 Page 2 of 5
AMENDMENT NO. 2 TO EXTEND AND AMEND AGREEMENT
FOR IT STAFFING SERVICES
APEX SYSTEMS, INC.
A+foch tttet\ t A
This Amendment No. 2 is entered into as of the \ q-t:h day of ~-etV\~ , 20 \~extending and amending the agreement
dated · ay 20, 2015 (the "Agreement") by and between the C1ty of Carlsbad, a mun1c1pal
corporation, ("City"), and Apex Systems, Inc., ("Contractor") (collectively, the "Parties") for
Information Technology staffing services.
RECITALS
A. The original Agreement expired on May 19, 2016; and
B. Amendment No. 1 extended the Agreement to May 19, 2017 and added an
additional ninety thousand dollars ($90,000) to fund the Agreement from May 20, 2016 to May 19,
2017; and
C. The Parties desire to extend the Agreement until June 30, 2017; and
D. Due to City internal staffing shortages, the City required additional IT services from
Contractor and Contractor supplied those services. Thus, there is a current shortage of funds in
the contract to reach the natural termination date of May 19, 2017; and
E. The City needs to add additional monies to the fund the Agreement, as amended
from time to time, to June 30, 2017.
NOW, THEREFORE, in consideration of these recitals and the mutual covenants
contained herein, City and Contractor agree as follows:
1. The Agreement is hereby extended from May 19, 2017 to June 30, 2017.
2. Contractor will continue to provide those services described in the Agreement, as
amended from time to time.
3. City will pay Contractor for all work associated with those services described in the
Agreement, as amended, on a time and materials basis. Contractor will complete all work
described in the Agreement, as amended, by June 30, 2017.
4. City will fund this Amendment No. 2 with an additional one hundred and forty
thousand dollars ($140,000.00) to pay Contractor for all work associated with those services from
the execution of this Amendment No.2 to June 30, 2017. Contractor will provide City, each month,
copies of invoices sufficiently detailed to include hours performed, hourly rates, and related
activities and costs for approval by City.
5. All other provisions of the Agreement, as may have been amended from time to
time, will remain in full force and effect.
6. All requisite insurance policies to be maintained by the Contractor pursuant to the
Agreement, as may have been amended from time to time, will include coverage for this
Amendment.
City Attorney Approved Version 1/30/13
Item #13 December 13, 2016 Page 4 of 5