CC MEETING: November 3, 2015
DATE: October 26, 2015
TO: Leonard Martin, City Manager
FROM: Lon Fairless, Information Technology Director
Title
Consider Authorizing The City Manager To Approve A Contract With Xerox State & Local Solutions, Inc. To Provide Managed Information Technology Services In An Amount Not To Exceed $4,937,015.00 For The First Year.
Body
BACKGROUND:
The City of Carrollton contracts with Xerox State and Local Solutions, Inc. for a large majority of our managed information technology services.
In preparation for the contract expiration, the City engaged KPMG LLP for assistance to compete the services through a Request for Proposal (RFP) process in November 2014. As a managed services organization, the City desired to seek the best value for needed services. A RFP was issued in May 2015. Also in May, the City Council authorized an extension to the current contract which expired on September 30, 2015 for up to six months pending final action on a new contract.
KPMG coordinated the proposal review process along with engaging a broad based committee for business and customer service perspectives. The evaluation results were presented to the City Council in July. Additionally, the City staff, with KPMG assistance, provided a critique of the processes used to complete the IT services. Consequently, in the future the City will seek creative strategies to increase competition including using a third party oversight of key processes and procurements.
At the July 21, 2015 work session, the City Council directed KPMG to seek a Best and Final Offer from Xerox that included separate pricing for both five and seven year terms with two optional one year extensions with each.
The current contract annual cost if continued for full year would be $ 5,038,301. The total five and seven year term cost estimates are $ 25,977,411 and $ 36,136,256 respectively. An annual comparison of the five and seven year terms, respectively, is as fo...
Click here for full text