RE__summarizing_today's_ISD_expiring_contacts_conversations.pdf

From: Teresa Villa To: Carolyn Connolly; Nicole Hurd; Denise Mixon Cc: Contracts Mailbox Subject: RE: summarizing today"s ISD expiring contacts conversations Date: Tuesday, May 27, 2025 3:03:04 PM Attachments: image002.png image003.png

Hi Carolyn, Nicole, & Denise, Please see below. Thx.

Teresa M. Villa, C.P.M., CPPB, Procurement Manager

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From: Carolyn Connolly <Carolyn.Connolly@santamonica.gov> Sent: Friday, May 23, 2025 12:26 PM To: Teresa Villa <Teresa.Villa@santamonica.gov>; Nicole Hurd <Nicole.Hurd@santamonica.gov> Cc: Contracts Mailbox <Contracts.Mailbox@santamonica.gov> Subject: RE: summarizing today's ISD expiring contacts conversations

Hi Nicole, Teresa, Following up on our April 28 meeting :

Zones (Contract # 10887, expires 8/31/2025) – contract for 24x7 Service Desk:

1. Was Nicole able to find any competed agreements ISD can piggyback on for this service?

Nicole, please advise before EOW. If not, I plan to submit a staff report ASAP requesting approval to extend the current incumbent contract on a month-to-month basis for one more year. The term is either month-to-month or 1 year, not month-to-month FOR 1 year.

2. We have entered the RFP into OpenGov Intake. Can we release the RFP to the Buyer’s queue for first review now, with the understanding that the Buyer cannot get to it until 7/1/25? Yes, please note in the comments section that queue time does not begin until 7/1-if comments are not entered it will be rejected and processed in the NFY. -Same for #4 below.

mailto:Teresa.Villa@santamonica.gov mailto:Carolyn.Connolly@santamonica.gov mailto:Nicole.Hurd@santamonica.gov mailto:Denise.Mixon@santamonica.gov mailto:Contracts.Mailbox@santamonica.gov https://www.santamonica.gov/ https://www.facebook.com/cityofsantamonica/ https://twitter.com/santamonicacity https://www.instagram.com/cityofsantamonica https://smgov.us12.list-manage.com/subscribe/post?u=a5d6f52c79917c7b57cc5cef0&id=8df381560e

ISD still has the 2 other RFP’s in OpenGov ready to release to the Buyer’s queue – I am still looking for direction or guidance on when ISD can release these into the Buyer’s queue:

3. RFP for Cyber Security Managed Services – this RFP was rejected on 3/18/25 for being past the deadline. We were told to resubmit for review 7/1/25. But it sounded like this one might get some attention as soon as possible? Can we release it into the Buyer’s queue in OpenGov now? Yes, please note in the comments section that this was an exception granted for processing in June- if comments are not entered it will be rejected and processed in the NFY.

4. RFP for Migration, Upgrade, Support, and Training for ArcGIS Enterprise Environment – we understand that the Buyer cannot get to it until 7/1/25, but can we release it now? With the mutual understanding that the Buyer cannot get to it until 7/1/2025? We want to “get in line” for 7/1/25 review, and we’ve had this one ready go in OpenGov since 3/25/25, and we’ve being looking for direction as other to “get in line” for 7/1/2025 review.

Thank you, Carolyn Connolly Administrative Services Officer Information Services Department Work Cell: (424) 410-1128 Office: (310) 434-2606 (x2606) santamonica.gov

From: Carolyn Connolly Sent: Monday, April 28, 2025 5:31 PM To: Teresa Villa <Teresa.Villa@santamonica.gov>; Nicole Hurd <Nicole.Hurd@santamonica.gov> Cc: Contracts Mailbox <Contracts.Mailbox@santamonica.gov> Subject: summarizing today's ISD expiring contacts conversations

Teresa, Nicole, Thank you for meeting today.

https://www.santamonica.gov/ https://www.facebook.com/cityofsantamonica/ https://twitter.com/santamonicacity https://www.instagram.com/cityofsantamonica https://smgov.us12.list-manage.com/subscribe/post?u=a5d6f52c79917c7b57cc5cef0&id=8df381560e mailto:Teresa.Villa@santamonica.gov mailto:Nicole.Hurd@santamonica.gov mailto:Contracts.Mailbox@santamonica.gov

We did not discuss these RFP’s in today’s meeting – but they are related, and they impact Denise (our Buyer) - ISD already has 2 RFPs ready to release in OpenGov – when can we release them into the Buyers queue?

1. RFP for Cyber Security Managed Services – we understand that the Buyer is not obliged to get to it until after 7/1/2025 because we missed the RFP deadline, but it sounded like this one might get some attention as soon as possible? Can we release it into the Buyer’s queue in OpenGov now?

2. RFP for Migration, Upgrade, Support, and Training for ArcGIS Enterprise Environment – we understand that the Buyer cannot get to it until 7/1/2025, but can we release it now, with the mutual understanding that the Buyer cannot get to it until 7/1/2025?

Also, can you please confirm my summary of what we agreed to today is correct below before I direct ISD staff to perform the next steps?

VCI Construction (Contract # 11100, expires 11/25/2025) – contract for Fiber Optic Utility Construction in the City

1. Carolyn will work with Community Broadband(CBB)/ISD staff to develop the Scope of Work

2. ISD will get permission to release the RFB for Fiber Optic Utility Construction in OpenGov as soon as it is ready, with the understanding that the Buyer cannot get to it until 7/1/2025.

Zones (Contract # 10887, expires 8/31/2025) – contract for 24x7 Service Desk

1. Nicole will research competed agreements ISD can piggyback on for this service

2. ISD staff will review the competed agreements Nicole finds and determine if they are acceptable

3. If yes, then ISD will write an ECB piggybacking staff report.

4. If no, then: ISD staff will:

a. ISD will write a staff report requesting approval to extend the current incumbent contract on a month-to-month basis for one more year.

b. ISD will get permission to release the RFP for 24x7 Service Desk in OpenGov as soon as it is ready, with the understanding that the Buyer cannot get to it until 7/1/2025.

Crown Castle (4641, 4642, 4643, 4644, 4646 - expires various dates) – contract for multiple locations for fiber connection (one location per contract)

1. Carolyn will research the situation and discuss next steps with Nicole

Thank you, Carolyn Connolly Administrative Services Officer Information Services Department Work Cell: (424) 410-1128 Office: (310) 434-2606 (x2606) santamonica.gov https://www.santamonica.gov/ https://www.facebook.com/cityofsantamonica/ https://twitter.com/santamonicacity https://www.instagram.com/cityofsantamonica https://smgov.us12.list-manage.com/subscribe/post?u=a5d6f52c79917c7b57cc5cef0&id=8df381560e