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CC RESOLUTION 5126 RESOLUTION NO. 5126 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF EL SEGUNDO ADOPTING THE TECHNOLOGY COMMITTEE'S BY-LAWS The City Council of the City of EI Segundo does resolve as follows: SECTION 1: Recitals: A. On July 19, 2016, the City Council established the EI Segundo Technology Committee; B. On January 17, 2017, the City Council adopted Resolution No. 5018, formally establishing the Technology Committee and adopting its by-laws; C. On January 14, 2019, the Technology Committee voted to recommend the City Council approve a revised set of by-laws and requests that the City Council adopt the Technology Committee's revised by-laws; D. The City Council desires to adopt the Technology Committee's proposed by-laws. SECTION 2: Adoption of By-laws. The by-laws recommended for adoption by the Committee and attached as Exhibit A are hereby adopted. SECTION 3: This Resolution will become effective immediately upon adoption and remain effective unless superseded by a subsequent resolution. PASSED, APPROVED, AND ADOPTED RESOLUTION No. 5126 this 5th day of February, 2019. Drew Boyles, or ATTEST: jaity Clerk APPROVED AS TO FORM: !-� 'or Marl D.. Hensley jJ Attorney EXHIBIT A CITY OF EL SEGUNDO - TECHNOLOGY COMMITTEE BYLAWS ARTICLE I— NAME The name of this organization shall be the Technology Committee, aka ITC (Information Technology Committee). ARTICLE II—PURPOSE AND ROLE Section I - General The Technology Committee shall collaborate with City staff and the local information technology community to identify and prioritize technology strategies and projects that are consistent with governmental standards and improve current systems to provide the City and the public with improved technology equipment and services. The Committee is a standing committee that serves at the pleasure of the City Council. The Committee shall make recommendations that balance the needs of all departments while taking under consideration that some short-term actions may need to be postponed due to the overarching and/or long-term goals, budgetary constraints, and other priorities of the City's IT Department. The Committee will advise on any and all projects as requested by the City or as required per these bylaws. However, the higher purpose of the Committee is to work in conjunction with Staff on the key strategic needs of the City – balancing perceived and unrecognized needs with current projects. While the Committee may be asked to advise on tactics of IT projects, it is the fundamental purpose of the Technology Committee to understand the overarching needs of the City and collaborate with City personnel to ensure that the total needs are met, not just the project needs. The Committee shall work with staff and shall submit an annual prioritized list of proposed projects to the City Council for consideration and potential approval. The IT Director shall first collect a list of all staff and Committee requested projects and prioritize them according to need. The Committee shall then review the Director's list of projects and work with the Director to finalize a list to present to the City Council for approval. The Committee shall work with staff to provide quarterly reports to the Council regarding the progress of the projects. The Committee shall not be responsible for managing the projects. The City Manager and IT Director shall oversee staff as set forth in their respective roles for purposes of managing projects. With regard to projects that are anticipated to exceed $50,000, are on the annual prioritized list of projects, or will be used by the public (residents, visitors, and businesses) the Committee shall be involved in selection process identified in Section II. For sole source purchases in excess of $50,000, staff shall make a presentation to the Committee as to why the purchase qualifies as a sole source purchase. If the Committee disagrees, such will be Tech Comm Bylaws 02.19 noted in the staff report to the Council requesting approval of the purchase. For projects that are being mandated by another agency and the City is required to purchase a particular product, the staff shall make a presentation to the Committee regarding the project and product. If the Committee has concerns about the project and/or product, such concerns shall be noted in the staff report to the Council requesting authority to purchase the product. Section II - Technology and Software Selection Process An immediate goal of the Committee shall be to collaborate with staff and develop a broader technology and software selection process (TSSP), including template of a request for proposals form (RFP) for purposes of soliciting IT equipment and services from third party vendors and quality assurance processes. This work shall be crafted by the City and input provided by the Committee. The RFP shall include without limitation, functional requirements, technical requirements, vendor history, maintenance services, integration requirements, and a request for warranty information. The process shall identify the City staff positions to be involved in the process and also include developing a timeline for noticing proposals, for vendors to submit proposals, for staff to evaluate proposals (including demonstrations), and for staff to provide a recommendation to Council. The process will also provide a list of success criteria and a functional requirement scorecard for evaluating proposals. A potential list of viable proposers shall be identified and information explaining if they did not submit a proposal, why not. The requirements for the TSSP in this Section are not exhaustive as it is intended that the Committee and staff will identify other components to include in the process. The Committee and staff shall submit the proposed TSSP process to the City Council for approval. The Committee shall not be involved in the drafting of specific proposals or in the ranking, selection, or recommendation to Council of vendors. However, before proceeding to issue a request for proposal, a subcommittee of the Committee shall review the request for proposal and provide input with regard to whether it meets the City's request for proposals requirements. Members of the subcommittee shall not create a quorum. This subcommittee shall also conduct a criteria success ranking of the vendor that staff is recommending to Council that involves a proposed purchase. This criteria success ranking information shall be included in the staff report provided to the Council with regard to the recommended award of contract. ARTICLE III—QUALIFICATIONS Members of the Technology Committee shall represent a cross section of the community including both residents and local industry representatives who have expert knowledge in technology, and general technological practices. ARTICLE IV— MEMBERSHIP The Technology Committee shall be composed of eleven (11) voting members and two (2) members of the City Council to serve as liaison, non-voting members; all of whom shall be appointed by the Council. Tech Comm Bylaws 02.19 Section I — Selection of members o The City of EI Segundo shall advertise and solicit applications to fill any vacant position that might occur. After the application period has closed, the Chair, two (2) members of the Technology Committee and the IT Director shall review the applications with the sole purpose of making a recommendation for selection to the Mayor and members of the City Council. The Council shall interview the recommended all candidates and the City Council shall make the final selection and appointments. Section II Term of Office o The term for each voting member of the Technology Committee is four (4) years. However, the initial terms of 5 of the members shall only be two (2) years so that the terms shall be staggered to promote the stability of the Committee. The Committee is a standing advisory committee that serves at the pleasure of the City Council (see Article VI Section III Duties of the Technology Committee Members). Section III — Compensation o Technology Committee members shall serve without compensation and shall only be reimbursed for expenses approved by the Council. Section IV— Removal o Members of the Technology Committee are expected to attend all meetings. When any member has three consecutive, or a total of 6 or more absences within a 12- month period, the member's seat may be deemed vacant if determined so by the Chair and Vice Chair of the Committee. ARTICLE V— MEETINGS All meetings of the Committee shall be publicly noticed, open to the public and in a publicly- accessible location as required by state law. Section I — Regular Meetings o Regular meetings of the Technology Committee shall be on the 2nd Monday of every month at 6:00 pm. The Location shall be the conference room located at Fire Station #2. If the regular meeting falls on a holiday then it shall be held on the next day that the City is open for business. Section II — Special Meetings o Special Meetings of the Technology Committee may be held at any time upon the call of the Committee Chair, or by a majority of the voting members, or the City Council following at least forty-eight (48) hours' notice to each Committee member. The Committee Chair or a majority of the Technology Committee shall determine the time and location of the Special Meeting. Section III — Study Sessions / Workshops / Seminars – N/A. Section IV — Quorum Tech Comm Bylaws 02.19 o A majority of the voting members of the Technology Committee shall constitute a quorum. A quorum is necessary for action by the Technology Committee. Section V — Voting o Each voting member shall have one vote. Section VI — Meeting Procedures o Except as otherwise provided by these Bylaws, City Council Resolutions or state law, the Technology Committee will follow the latest edition of the Roberts Ru/es of Orderfor the orderly conduct of meetings. ARTICLE VI-OFFICERS Officers of the Technology Committee shall be a Committee Chair and a Vice Chair who shall serve at the pleasure to the Technology Committee. Term of office shall be for one (1) year. These Officers shall be voted on at the Committee's first meeting in January. Duties of the officers shall conform to the regular parliament duties set forth by the latest edition of the Robert's Ru/es of Order, unless otherwise stated. Section I — Committee Chair o The Committee Chair shall preside over the meetings of the Technology Committee. Section II — Committee Vice Chair o During the absence, disability, or disqualification of the Committee Chair, the Committee Vice Chair shall perform all the duties and be subject to all the responsibilities of the Committee Chair. The Committee Vice Chair shall succeed the Committee Chair if he/she vacates the office before the term expires. If this occurs, a new Committee Vice Chair shall be elected at the next regular meeting. Section III — Duties of the Technology Committee Members o It is intended that the Technology Committee shall serve an advisory body to the City Council. The duties of the Members are set forth in these bylaws. o Members of the Technology Committee shall not perform any services or work that would normally be performed by City staff or contractors. In the event a member desires to access City equipment, network or technology in order to provide advice to the City Council or the staff, such access may only be granted by the City Manager upon consultation with the City Attorney. The City has a legal obligation to limit access to personnel, tax, medical, and other information deemed confidential and sensitive. ARTICLE VII—OFFICIAL DOCUMENTS Section I — Minutes Tech Comm Bylaws 02.19 o Minutes of all meetings shall be prepared and maintained with the Technology Committee records. Copies shall be distributed to each Technology Committee member, City Council member, and to the City Clerk. Section II — Distribution of Documents o Preparation and distribution of Technology Committee documents to the members, City Council and City Clerk shall be the responsibility of a designated staff member from the Information Services Division/Department. o The official Technology Committee Agenda and previous meeting minutes will be available no less than 72 hours before a scheduled meeting ARTICLE VIII—ASSISTANCE OF STAFF The City Manager and IT Director will work with the Technology Committee to provide information (subject to the limitations set forth in Article VI) and staff assistance as the Technology Committee may request from time to time. The staff member(s) designated by the City Manager shall attend meetings of the Technology Committee and submit such reports as requested by the Technology Committee and as deemed necessary or desirable, subject to the City Manager in his discretion determining deadlines for providing such assistance based upon other duties that staff is performing. ARTICLE D(—AMENDMENTS The Committee may recommend amendments to these Bylaws. Such recommendations may be made by simple majority of the voting members at any meeting of the Technology Committee. Such amendments must be approved by the City Council. RECOMMENDED FOR APPROVAL by the Technology Committee —January 14, 2019 PASSED AND ADOPTED by the EI Segundo City Council — February 5, 2019 Tech Comm Bylaws 02.19 CERTIFICATION STATE OF CALIFORNIA ) COUNTY OF LOS ANGELES ) SS CITY OF EL SEGUNDO ) I, Tracy Weaver, City Clerk of the City of EI Segundo, California, do hereby certify that the whole number of members of the City Council of said City is five; that the foregoing Resolution No. 5126 was duly passed, approved and adopted by said City Council at a regular meeting held on the 5th day of February, 2019, approved and signed by the Mayor, and attested to by the City Clerk, by the following vote: AYES: Mayor Boyles, Mayor Pro Tem Pirsztuk, Council Member Brann, Council Member Pimentel and Council Member Nicol NOES: None ABSENT: None ABSTAIN: None WITNESS MY HAND THE OFFICIAL SEAL OF SAID CITY this 2&day of February, 2019. Tra4 Weaver, City Clerk of the City of EI Segundo, California