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Council approves Phase 2 of IT strategic plan, authorizes Third Wave contract with scope adjustment
Summary
The council approved a Phase 2 information-technology strategic-plan consulting agreement with Third Wave Corporation. Council amended staff recommendation to reallocate any previously completed scope items toward community and stakeholder outreach before finalizing the contract work.
The Costa Mesa City Council on March 4 approved a Phase 2 professional-services agreement to continue the city's multiyear information-technology strategic plan and roadmap, authorizing a contract with Third Wave Corporation and a 10% contingency.
Information-technology Director Steve Ealy told council the Phase 2 study will inventory systems not included in Phase 1, prioritize projects and develop five-year budget estimates and replacement schedules. The professional-services agreement with Third Wave was introduced at $125,014, with a 10% contingency of $12,501 if needed.
Councilmember Arlis Reynolds moved staff’s recommendation with an amendment asking staff to work with the contractor to replace any tasks already completed with additional community and business outreach and council input. Councilmember Lauren Gamero seconded. The motion carried 4–2; Councilmembers Raul Perez and Mike Beaulieu voted no.
Ealy summarized accomplishments from Phase 1, including implementation of the TESSA land-management/permit platform, an Office 365 deployment, fleet-management improvements and a new electronic agenda system. He said 69% of the originally identified Phase 1 projects are complete, 20% in progress and 11% in planning.
Council members asked how the Phase 2 scope would gather community input and how the report would quantify benefits from completed projects. Third Wave representative Rory Hernandez said the firm routinely includes public workshops and that modest additional time could be added to the scope to gather resident and business input.
Reynolds and other council members said they want the plan to include clear performance indicators and an ongoing rhythm for assessment; Reynolds suggested city staff and council could revisit and adjust the strategic plan every two years if needed. Several speakers from the public urged careful oversight of the contract, asked for quantification of prior investments and requested annual status reporting to council.
Ending: The council approved the Phase 2 agreement, with the added direction that staff and Third Wave work to refine the scope to avoid duplicating work already completed and to add community outreach and council input. The council also asked staff to bring measurable performance indicators and regular status reports as Phase 2 work proceeds.
