TO: ADAM PIRRIE, CITY MANAGER
FROM: JAMIE EARL, ASSISTANT CITY MANAGER
DATE: NOVEMBER 12, 2024
Reviewed by:
City Manager: AP
SUBJECT:
Title
AUTHORIZATION TO AMEND THE EXISTING CONTRACT WITH ROBERT HALF INTERNATIONAL INC., EXTENDING THE TERM FOR PROFESSIONAL TEMPORARY EMPLOYMENT SERVICES FOR THE INFORMATION TECHNOLOGY DIVISION (FUNDING SOURCE: TECHNOLOGY FUND)
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SUMMARY
Robert Half International Inc. (Robert Half) provides temporary Information Technology (IT) staffing services to assist with IT projects such as server migration, solution implementation, domain controller upgrades, software upgrades, and other IT-related initiatives. Due to an increase in projects assigned to the Information Technology Division, the City began contracting with Robert Half for professional temporary staffing services in June 2023.
The agreement was extended by the City Council on July 25, 2023 and March 12, 2024, which included additional compensation in the amount of $114,380 and $136,810, respectively. The total not to exceed amount of the contract is $276,190. These amendments ensured the City retained the necessary contract staff to maintain operations.
Now, staff recommends extending the current term through June 30, 2025, utilizing the remaining budget of approximately $55,000. The total contract cost will remain at $276,190.
RECOMMENDATION
Recommended Action
Staff recommends the City Council authorize the City Manager to amend the existing contract with Robert Half International Inc. for temporary employment services, extending the term through June 30, 2025, or until the total contract amount of $276,190 is expended.
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ALTERNATIVES TO RECOMMENDATION
In addition to the recommendation, there are the following alternatives:
A. Request more information from staff.
B. Do not authorize the contract amendment.
FINANCIAL REVIEW
The original agreement with Robert Half was for $25,000 under the City Manager’s authority and was amended on two occasions to increase compensation by $114,380 and $136,810, respectively. The total compensation under the agreement, as amended, is not to exceed $276,190. There is still a balance of approximately $55,000 remaining as of October 2024. IT recommends using the balance to continue utilizing Robert Half contract staff for IT projects.
The City will not incur employee benefit costs through the California Public Employees' Retirement System (CalPERS) or any other associated employee benefits, as contract staff will perform these services.
This purchase qualifies as a professional service that does not require bidding and adheres to all City purchasing guidelines. Contract documents are available for review in the City Clerk's office. The estimated staff cost to prepare this report is $485 and is included in the operating budget of the Administrative Services Department.
ANALYSIS
The City’s Information Technology Division is responsible for implementing several projects to improve organizational efficiency, enhance network security, and enable staff to better serve the public. These projects require additional resources beyond what City staff can provide, as well as specialized skill sets. To address this need, the City entered into an agreement with Robert Half International Inc. for temporary IT support services under staff’s authority in June 2023. The agreement was extended by the City Council on July 25, 2023 and March 12, 2024, which included additional compensation in the amount of $114,380 and $136,810, respectively. The total not to exceed amount of the contract is $276,190.
The proposed amendment to the contract term through June 30, 2025 will enable the City to access high-level support services to complete projects such as server migration, network security hardening, PD dispatch technology upgrades, and CAD/RMS software upgrades. It will also allow the IT Division to escalate the recruitment and training of internal staff positions and meet timelines within the already approved budget by extending the term through June 30, 2025 or until the $276,190 is fully expended.
The IT Division provides essential services that support City and Police Department operations. These services include network management to ensure stable and secure connectivity, technical support through help desk services, 911 operations and system administration for managing servers, databases, and applications. The Division also focuses on cybersecurity to protect municipal data from threats, software development for custom solutions, and data management for storage, backup, and recovery processes. Project management ensures IT initiatives are completed on time and within budget, while user training helps staff adapt to new technologies. Additionally, the Division manages cloud services for greater flexibility and scalability and engages in infrastructure planning for necessary hardware and software upgrades. Collectively, these services help maintain smooth and efficient city operations.
LEGAL REVIEW
The City Attorney has reviewed the contract amendment and approved it as to form.
RELATIONSHIP TO CITY PLANNING DOCUMENTS
Staff has evaluated the agenda item in relationship to the City’s strategic and visioning documents and finds that it applies to the following City Planning Documents: Council Priorities, General Plan, and the 2024-26 Budget.
CEQA REVIEW
This item is not subject to environmental review under the California Environmental Quality Act (CEQA).
PUBLIC NOTICE PROCESS
The agenda and staff report for this item have been posted on the City website and distributed to interested parties. If you desire a copy, please contact the City Clerk’s Office.
Submitted by: Prepared by:
Jamie Earl Edgar Trenado
Assistant City Manager Information Technology Office