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TO: Mayor Thomas J. Weisner
FROM: James Dahl, MIS Director
DATE: January 29, 2014
SUBJECT:
Resolution to approve a Professional Services contract with Merrimac Solutions, Inc. for technology staff augmentation for the Information Technology (IT) Division.
PURPOSE:
Due to the diverse and high level of workload faced by the IT Division contracted support is often required. This agreement allows for contracted services for "specialized" skill sets that may not be readily available in-house. In addition, it authorizes the city to place a full-time Help Desk Technician on contract, which will lead to significant savings for the City.
BACKGROUND:
It has been determined that a hybrid of internal and contracted MIS Help Desk positions will lead to higher efficiencies, as well as cost savings. This concept was tested during the 3rd quarter of 2013. In September of 2013, Merrimac Solutions was contracted to provide Help Desk services, and the outcome was successful. Continuation of the contract was contingent upon 2014 funding, and City Council approval.
DISCUSSION:
Approval of this professional services agreement will benefit the City through increased efficiencies and cost savings.
Efficiencies:
In 2013, the MIS Division received over 1,600 support requests (does not include calls where the issue is resolved quickly). This equates to roughly 133 requests per month. During the 3rd quarter the contracted position handled 135 requests, which freed up the time of higher paid IT staff to focus on larger high-end projects.
The contract also calls for higher end consulting at a rate of $150.00 per hour. This rate is well within the market range for such services. Merrimac has been used on specialized projects and has proven to be efficient, knowledgeable, and highly responsive.
Costs:
The contracted Help Desk will have a 2014 cost of $52,000.00. This leads to a savings of approximately $24,000.00.
Funding for the contract comes from an unfilled MIS position. Therefore, a budget transfer was submitted between MIS accounts 101-1232-419.10-01, and 101-1232-419.32-20.
The Finance Department has determined that Merrimac Solutions does not have outstanding debt with the City.
The attached agreement has been reviewed by the Law Department, and their changes have been incorporated into the final document.
As this is a professional service, Merrimac staff have a proven track record with the City IT Division, and a Merrimac staff member has already been trained and is being utilized in MIS the contract was not bid.
IMPACT STATEMENT:
Approval of this request will lead to cost savings for the City and increase productivity within the MIS Division. It will allow high-end MIS staff to focus their efforts on the implementation of new technologies, and upgrades to existing technologies.
RECOMMENDATIONS:
I request the proposed resolution be adopted by City Council.
cc: Alderman O'Connor, Chairman
Alderman Mervine
Alderman Bohman
Alderman Peters, Alternate
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
title
A Resolution to approve a Professional Services contract with Merrimac Solutions, Inc. for technology staff augmentation for the Information Technology (IT) Division.
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WHEREAS, the City of Aurora has a population of more than 25,000 persons and is, therefore, a home rule unit under subsection (a) of Section 6 of Article VII of the Illinois Constitution of 1970; and
WHEREAS, subject to said Section, a home rule unit may exercise any power and perform any function pertaining to its government and affairs for the protection of the public health, safety, morals, and welfare; and
WHEREAS, the City of Aurora IT Division is in need of full-time help desk support, as well as periodic short-term project based staff augmentation; and
WHEREAS, Merrimac Solutions, Inc. has a proven track record in offering quality staff augmentation services; and
WHEREAS, Merrimac Solutions, Inc. has submitted a quote that will result in an approximate $75,000.00 cost savings to the City; and
WHEREAS, this is a planned expense and money is available in MIS account 101-1232-419.32-20.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: does hereby authorize a Professional Services contract with Merrimac Solutions, Inc. for technology staff augmentation for the Information Technology (IT) Division and does hereby further authorize its Director of Purchasing to issue the necessary orders to implement purchase of same.
PASSED AND APPROVED on ______________.
AYES ____ NAYS ____ NOT VOTING ____ ABSENT ____
____________________________ __________________________
Alderman Bohman, Ward 1 Alderman Garza, Ward 2
____________________________ __________________________
Alderman Mesiacos, Ward 3 Alderman Donnell, Ward 4
____________________________ __________________________
Alderman Peters, Ward 5 Alderman Saville, Ward 6
____________________________ __________________________
Alderman Hart-Burns, Ward 7 Alderman Mervine, Ward 8
____________________________ __________________________
Alderman Bugg, Ward 9 Alderman Johnson, Ward 10
____________________________ __________________________
Alderman Irvin, At Large Alderman O'Connor, At Large
ATTEST:
____________________________ __________________________
City Clerk Mayor
Attachment: Merrimac Solutions, Inc. Contract