To: MAYOR AND CITY COUNCIL
From: MIKE COOK, INFORMATION TECHNOLOGY DIRECTOR
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APPROVE AN AMENDMENT TO THE AGREEMENT WITH SAFETYCENTRIC INC. FOR INFORMATION TECHNOLOGY STRUCTURED CABLING SERVICES FOR AN ADDITIONAL AMOUNT OF $20,000 AND A NEW NOT TO EXCEED TOTAL OF $60,000 AND TO EXTEND THE TERM TO JUNE 3, 2028
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EXECUTIVE SUMMARY
On June 3, 2025, the City entered into an agreement for project services with SafetyCentric Inc. (SafetyCentric) to provide on-call technology infrastructure installation and related services. SafetyCentric has been an outstanding service provider to the City and has consistently demonstrated the technical expertise, responsiveness, and availability necessary to support the City's operational needs, including emergency cable repairs and time-sensitive installations. The Information Technology Department utilizes SafetyCentric Inc. to provide specialized telecommunications cabling, fiber optic installation and repair, and related equipment installation services on an as-needed basis. These services are necessary to maintain and expand the City's technology infrastructure but are not required frequently enough to justify the expense of maintaining dedicated in-house personnel, specialized tools, and equipment.
The proposed amendment would extend the existing Agreement through June 3, 2028 and increase the contract amount by $20,000, bringing the total not to exceed amount to $60,000. All services will continue to be provided on an as-needed basis at the rates established in the existing Agreement.
BACKGROUND
The City's technology infrastructure relies upon an extensive network of copper telecommunications cabling, fiber optic connections, and associated equipment distributed throughout City facilities. Installation, maintenance, and repair of this infrastructure periodically requires specialized technical skills, equipment, and installation tools that are not maintained by the Information Technology Department. While these services are essential to City operations, the volume of work is relatively limited and does not justify hiring dedicated staff or purchasing and maintaining the specialized equipment necessary to perform the work internally. Contracting for these services allows the City to obtain qualified technical assistance, when needed, without incurring the ongoing expense of maintaining those capabilities in-house.
SafetyCentric has provided these services to the City for several years, has developed a unique working knowledge of the City’s infrastructure and operations, and has established a strong working relationship with the Information Technology Department. The company has consistently demonstrated its ability to perform work competently, respond quickly to service requests, and make qualified personnel available for emergency repairs when necessary.
Under the existing Agreement, SafetyCentric performs work as authorized by the Information Technology Director or designee. Services include the installation and troubleshooting of: telecommunications equipment; copper and fiber optic cabling; wireless access points; network switches; equipment racks; and other related technology infrastructure.
Staff recommends approval of the proposed amendment to increase the total not to exceed amount of the existing Agreement by $20,000 and to extend the term to June 3, 2028.
COORDINATION
The Information Technology Department worked directly with SafetyCentric to negotiate the proposed amendment, which has been approved as to form by the City Attorney’s Office.
FISCAL IMPACT
The proposed amendment would increase the total not-to-exceed compensation under the agreement by $20,000, from $40,000 to $60,000. Funding for the amendment is provided by the Information Technology Fund and is part of the IT Department’s annual operating budget.
APPROVED BY:
Mike Witzansky, City Manager
ATTACHMENTS
• First Amendment to Agreement - SafetyCentric, Inc.
• Agreement - SafetyCentric, Inc., June 3, 2025
• Insurance - SafetyCentric, Inc.