Agenda Item Wording:
title
Award professional services contract for managed information technology services - Authorize City Manager to enter into a professional services contract with Valley Expetec to provide managed information technology (IT) services for the Manuel F. Hernandez Community Center Clubhouse computer lab for a three-year period with options to extend annually thereafter for two (2) consecutive one-year periods, a potential of five (5) years total.
body
Agenda Date: 09/21/2026
Prepared by:
Holly Ellis, Recreation Supervisor, Holly.Ellis@visalia.gov 559-713-4461,
Laurissa Roggenkamp, Recreation Manager, Laurissa.Roggenkamp@visalia.gov 559-713-4336,
Jason Glick, Parks and Recreation Director, Jason.Glick@visalia.gov 559-713-4042
Department Recommendation:
Staff recommends that the Council authorize the City manager to enter a professional service contract with Valley Expetec of Visalia, CA to provide managed information technology (IT) services for the Manuel F. Hernandez Community Center Clubhouse computer lab under RFP #25-26-11.
Summary:
On April 15, 2026, the City issued Request for Proposals (RFP) #25-26-11 to identify a qualified managed IT services provider for the Manuel F. Hernandez Community Center Clubhouse computer lab. The RFP was closed on May 14, 2026 with 13 proposals received. A three-member staff evaluation panel reviewed all proposals received within the designated timeline. The panel additionally conducted evaluations, interviews, and reference checks with Valley Expetec determined to be the most qualified firm. The proposer is a local business with over 32 years of technology services.
The agreement includes services for the procurement and implementation of new technology infrastructure and hardware, ongoing managed IT services, cybersecurity, network management, software support, and technical planning to support current and future computer lab and recreation programming. The initial agreement is for a three-year term, with the option to extend the agreement for up to two additional one-year terms.
The agreement with Valley Expetec is in the amount not to exceed $19,992 per year for the first three years with options for two additional one-year extensions, for a maximum potential term of five years. If mutually agreed upon the contract renewal, annual price adjustments for extension years four and five shall be based on the unadjusted US Department of labor, consumer price index for the most recent 12-month period, in no instance shall any price increase exceed 5% per year.
Background Discussion:
The Clubhouse computer lab at the Manuel F. Hernandez Community Center is a Measure N - Youth Service funded program that enhances the after-school program, The Manuel. The Clubhouse focuses on technology access, homework assistance, STEM programming, and educational opportunities for youth ages 5 through 17.
The computer lab was established in 2017, currently much of the existing technology infrastructure has reached the end of its useful life and lacks centralized management, cybersecurity protections, and ongoing technical support. To modernize the Clubhouse and establish a sustainable technology environment, the City released a Request for Proposals seeking a managed IT services provider. The selected firm, Valley Expetec, will provide implementation of updated technology infrastructure, hardware installation, ongoing managed IT services, cybersecurity, network management, software support, content filtering, device management, and technical planning to support future STEM and technology programming.
Fiscal impact including annual maintenance and operating costs:
The agreement with Valley Expetec is in the amount not to exceed $19,992 per year for the first three years with options for two additional one-year extensions, for a maximum potential term of five years. If mutually agreed upon the contract renewal, annual price adjustments for extension years four and five shall be based on the unadjusted US Department of labor, consumer price index for the most recent 12-month period, in no instance shall any price increase exceed 5% per year.
Measure N (Youth Services) 1432 has sufficient funds budgeted to support this agreement.
Year 1: $19,992
Year 2: $19,992
Year 3: $19,992
Option Year 4: Price increase per CPI, may not exceed 5% - Estimated $20,992
Option Year 5: Price increase per CPI, may not exceed 5% - Estimated $22,042
Prior Council Action:
None.
Alternatives:
Not award to Vally Expetec and direct staff to go back out with another RFP which will prolong technology services and updates to the computer lab.
Recommended Motion (and alternative motions if expected):
recommendation
I move to authorize the City Manager to award a contract to Valley Expetec to provide managed information technology services for the Manuel F. Hernandez Community Center Clubhouse computer lab.
Environmental Assessment Status:
N/A
California Environmental Quality Act (CEQA) Review:
N/A
Deadline for Action: 09/21/2026
Attachments:
Draft contract with RFP and proposal from Valley Expetec.
Strategic Goal: Indicates which City Strategic Goal(s) this item supports. Select all that apply.
|
□  Economic Vitality |
□  Organizational Excellence |
□  Fiscal Strength |
□  Infrastructure & Growth |
■  Quality of Life |