HomeMy WebLinkAbout2026-27 SynTech Group, Inc - Managed IT ServicesMEMORANDUM
CALIFORNIA -
DATE: 06/03/2026-------------
TO: Jon McMillen, City Manager
FROM: Doug Kinley, Senior Management Analyst
RE: Syntech Group, Inc. Managed IT Services FY 2026/27
Please list the Contracting Party/ Vendor Name, any change orders or amendments, and the type of services to be provided. Make
sure to list any related Project No. and Project Name.
Authority to execute this agreement is based upon:
❑✓ Approved by City Council on June 2, 2026 Business 5
❑ City Manager's signing authority provided under the City's Purchasing & Contracting Policy
[Resolution No. 2023-008] for budget expenditures of $50,000 or less.
❑ City Manager's signing authority provided under the City's Personnel Policy Section 3.2 for
temporary employment positions.
❑ Department Director's or Manager's signing authority provided under the City's Purchasing Policy
[Resolution No. 2023-008] for budget expenditures of $15,000 and $5,000, respectively, or less.
Procurement Method (one must apply):
❑ Bid RFP ❑ RFQ ❑ 3 written informal bids
❑ Sole Source 7 Select Source ❑ Cooperative Procurement
Requesting department shall check and attach the items below as appropriate:
❑✓ Agreement payment will be charged to Account No.: 502-0000-60104 (Consultants)
❑�/ Agreement term: Start Date 06/01 /2026 End Date 06/30/2027
❑✓ Amount of Agreement, Amendment, Change Order, etc.: $ 641 ,000
REMINDER: Signing authorities listed above are applicable on the apprepate Agreement amount, not individual
Amendments or Change Orders!
Insurance certificates as required by the Agreement for Risk Manager approval
Approved by: Oscar MOJICa Date: 6/11 /2026
.❑
NOTE.
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Bonds (originals) as required by the Agreement (Performance, Payment, etc.)
Conflict of Interest Form 700 Statement of Economic Interests from Consultant(s)
Review the "Form 700 Disclosure for Consultants" guidance to determine if a Form 700 is required pursuant
FPPC regulation 18701(2)
Business License No. LIC-0774215-2026 Expires: 06/03/2027
Requisition for a Purchase Order has been prepared (Agreements over $5,000)
REQ-2192
AGREEMENT FOR CONTRACT SERVICES
This Agreement for Contract Services (the "Agreement") is made and entered into by and
between the City of La Quinta, ("City"), a California Municipal Corporation and Charter
City organized under the Constitution and laws of the State of California with its principal
place of business at 78495 Calle Tampico, La Quinta, California 92253, and Syntech
Group, Inc., an S-Corp, with a place of business at 9300 Santa Anita Ave, Suite 102,
Rancho Cucamonga, CA 91730 ("Contracting Party"). The parties hereto agree as
follows:
1. SERVICES OF CONTRACTING PARTY.
1.1 Scope of Services. In compliance with all terms and conditions of this
Agreement, Contracting Party shall provide those services related to Managed IT
Services, as specified in the "Scope of Services" attached hereto as "Exhibit A" and
incorporated herein by this reference (the "Services"). Contracting Party represents and
warrants that Contracting Party is a provider of first-class work and/or services and
Contracting Party is experienced in performing the Services contemplated herein and, in
light of such status and experience, Contracting Party covenants that it shall follow
industry standards in performing the Services required hereunder, and that all materials,
if any, will be of good quality, fit for the purpose intended. For purposes of this Agreement,
the phrase "industry standards" shall mean those standards of practice recognized by
one or more first-class firms performing similar services under similar circumstances.
1.2 Compliance with Law. All Services rendered hereunder shall be provided
in accordance with all ordinances, resolutions, statutes, rules, regulations, and laws of
the City and any Federal, State, or local governmental agency of competent jurisdiction.
1.3 Wage and Hour Compliance. Contracting Party shall comply with applicable
Federal, State, and local wage and hour laws.
1.4 Licenses, Permits, Fees and Assessments. Except as otherwise specified
herein, Contracting Party shall obtain at its sole cost and expense such licenses, permits,
and approvals as may be required by law for the performance of the Services required by
this Agreement, including a City of La Quinta business license. Contracting Party and its
employees, agents, and subcontractors shall, at their sole cost and expense, keep in
effect at all times during the term of this Agreement any licenses, permits, and approvals
that are legally required for the performance of the Services required by this Agreement.
Contracting Party shall have the sole obligation to pay for any fees, assessments, and
taxes, plus applicable penalties and interest, which may be imposed by law and arise
from or are necessary for the performance of the Services required by this Agreement,
and shall indemnify, defend (with counsel selected by City), and hold City, its elected
officials, officers, employees, and agents, free and harmless against any such fees,
assessments, taxes, penalties, or interest levied, assessed, or imposed against City
hereunder. Contracting Party shall be responsible for all subcontractors' compliance with
this Section.
Revised — Sept. 2025
1.5 Familiarity with Work. By executing this Agreement, Contracting Party
warrants that (a) it has thoroughly investigated and considered the Services to be
performed, (b) it has investigated the site where the Services are to be performed, if any,
and fully acquainted itself with the conditions there existing, (c) it has carefully considered
how the Services should be performed, and (d) it fully understands the facilities,
difficulties, and restrictions attending performance of the Services under this Agreement.
Should Contracting Party discover any latent or unknown conditions materially differing
from those inherent in the Services or as represented by City, Contracting Party shall
immediately inform City of such fact and shall not proceed except at Contracting Party's
risk until written instructions are received from the Contract Officer, or assigned
designee (as defined in Section 4.2 hereof).
1.6 Standard of Care. Contracting Party acknowledges and understands that
the Services contracted for under this Agreement require specialized skills and abilities
and that, consistent with this understanding, Contracting Party's work will be held to an
industry standard of quality and workmanship. Consistent with Section 1.5 hereinabove,
Contracting Party represents to City that it holds the necessary skills and abilities to satisfy
the industry standard of quality as set forth in this Agreement. Contracting Party shall
adopt reasonable methods during the life of this Agreement to furnish continuous
protection to the Services performed by Contracting Party, and the equipment, materials,
papers, and other components thereof to prevent losses or damages, and shall be
responsible for all such damages, to persons or property, until acceptance of the Services
by City, except such losses or damages as may be caused by City's own negligence.
The performance of Services by Contracting Party shall not relieve Contracting Party from
any obligation to correct any incomplete, inaccurate, or defective work at no further cost
to City, when such inaccuracies are due to the negligence of Contracting Party.
1.7 Additional Services. In accordance with the terms and conditions of this
Agreement, Contracting Party shall perform services in addition to those specified in the
Scope of Services ("Additional Services") only when directed to do so by the Contract
Officer, or assigned designee, provided that Contracting Party shall not be required to
perform any Additional Services without compensation. Contracting Party shall not
perform any Additional Services until receiving prior written authorization through a duly
executed written amendment or change order from the Contract Officer, or assigned
designee, incorporating therein any adjustment in (i) the Contract Sum, in accordance
with Section 2.3 of this Agreement, and/or (ii) the time to perform this Agreement, which
said adjustments are subject to the written approval of Contracting Party. It is expressly
understood by Contracting Party that the provisions of this Section shall not apply to the
Services specifically set forth in the Scope of Services or reasonably contemplated
therein. It is specifically understood and agreed that oral requests and/or approvals of
Additional Services shall be barred and are unenforceable. Failure of Contracting Party
to secure the Contract Officer's, or assigned designee's written, authorization for
Additional Services shall constitute a waiver of any and all right to adjustment of the
Contract Sum or time to perform this Agreement, whether by way of compensation,
restitution, quantum meruit, or the like, for Additional Services provided without the
appropriate authorization from the Contract Officer, or assigned designee.
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1.8 Special Requirements. Additional terms and conditions of this Agreement,
if any, which are made a part hereof are set forth in "Exhibit D" (the "Special
Requirements"), which is incorporated herein by this reference and expressly made a part
hereof. In the event of a conflict between the provisions of the Special Requirements and
any other provisions of this Agreement, the provisions of the Special Requirements shall
govern.
2.1 Contract Sum. For the Services rendered pursuant to this Agreement,
Contracting Party shall be compensated in accordance with "Exhibit B" (the "Schedule of
Compensation") in a total amount not to exceed Six -Hundred Forty -One Thousand
Dollars ($641,000), for the life of the Agreement, encompassing the Initial and any
Extended Terms (the "Contract Sum"), except as provided in Section 1.7. The method of
compensation set forth in the Schedule of Compensation may include a lump sum
payment upon completion, payment in accordance with the percentage of completion of
the Services, payment for time and materials based upon Contracting Party's rate
schedule, but not exceeding the Contract Sum, or such other reasonable methods as may
be specified in the Schedule of Compensation. The Contract Sum shall include the
attendance of Contracting Party at all project meetings reasonably deemed necessary by
City; Contracting Party shall not be entitled to any additional compensation for attending
said meetings. Compensation may include reimbursement for actual and necessary
expenditures for reproduction costs, transportation expense, telephone expense, and
similar costs and expenses when and if specified in the Schedule of Compensation.
Regardless of the method of compensation set forth in the Schedule of Compensation,
Contracting Party's overall compensation shall not exceed the Contract Sum, except as
provided in Section 1.7 of this Agreement.
2.2 Method of Billing & Payment. Any month in which Contracting Party wishes
to receive payment, Contracting Party shall submit to City no later than the tenth
(10th) working day of such month, in the form approved by City's Finance Director, an
invoice for Services rendered prior to the date of the invoice. Such invoice shall
(1) describe in detail the Services provided, including time and materials, and (2) specify
each staff member who has provided Services and the number of hours assigned to each
such staff member. Such invoice shall contain a certification by a principal member of
Contracting Party specifying that the payment requested is for Services performed in
accordance with the terms of this Agreement. Upon approval in writing by the Contract
Officer, or assigned designee, and subject to retention pursuant to Section 8.3, City will
pay Contracting Party for all items stated thereon which are approved by City pursuant to
this Agreement no later than thirty (30) days after invoices are received by the City's
Finance Department.
2.3 Compensation for Additional Services. Additional Services approved in
advance by the Contract Officer, or assigned designee, pursuant to Section 1.7 of this
Agreement shall be paid for in an amount agreed to in writing through a duly executed
amendment or change order by both City and Contracting Party in advance of the
Additional Services being rendered by Contracting Party. Any compensation for
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Additional Services amounting to five percent (5%) of the Contract Sum or Fifteen
Thousand Dollars ($15,000), whichever is less, may be approved by the Contract Officer,
or assigned designee. Any greater amount of compensation for Additional Services must
be approved by the La Quinta City Council, the City Manager, or Department Director,
depending upon City laws, regulations, rules and procedures concerning public
contracting. Under no circumstances shall Contracting Party receive compensation for
any Additional Services without prior written approval through a duly executed
amendment or change order for the Additional Services is obtained from the Contract
Officer, or assigned designee, pursuant to Section 1.7 of this Agreement.
3. PERFORMANCE SCHEDULE.
3.1 Time of Essence. Time is of the essence in the performance of this
Agreement. If the Services are not completed in accordance with the Schedule of
Performance, as set forth in Section 3.2 and "Exhibit C", it is understood that the City will
suffer damage.
3.2 Schedule of Performance. All Services rendered pursuant to this
Agreement shall be performed diligently and within the time period established in "Exhibit
C" (the "Schedule of Performance"). Extensions to the time period specified in the
Schedule of Performance may be approved in writing by the Contract Officer, or
assigned designee.
3.3 Force Majeure. The time period specified in the Schedule of Performance
for performance of the Services rendered pursuant to this Agreement shall be extended
because of any delays due to unforeseeable causes beyond the control and without the
fault or negligence of Contracting Party, including, but not restricted to, acts of God or of
the public enemy, fires, earthquakes, floods, epidemic, quarantine restrictions, riots,
strikes, freight embargoes, acts of any governmental agency other than City, and
unusually severe weather, if Contracting Party shall within ten (10) days of the
commencement of such delay notify the Contract Officer, or assigned designee, in
writing of the causes of the delay. The Contract Officer, or assigned designee, shall
ascertain the facts and the extent of delay, and extend the time for performing the
Services for the period of the forced delay when and if in the Contract Officer's judgment
such delay is justified, and the Contract Officer's determination, or assigned designee,
shall be final and conclusive upon the parties to this Agreement. Extensions to time
period in the Schedule of Performance which are determined by the Contract Officer, or
assigned designee, to be justified pursuant to this Section shall not entitle the
Contracting Party to additional compensation in excess of the Contract Sum.
3.4 Term. Unless earlier terminated in accordance with the provisions in
Article 8.0 of this Agreement, the term of this agreement shall commence on June 1,
2026, and terminate on June 30, 2027 ("Initial Term"). This Agreement may not be
extended.
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4. COORDINATION OF WORK.
4.1 Representative of Contracting Party. The following principals of Contracting
Party ("Principals") are hereby designated as being the principals and representatives of
Contracting Party authorized to act in its behalf with respect to the Services specified
herein and make all decisions in connection therewith:
(a) Katherine Wetherbee, President of Business Development
Telephone No.: 909-203-1530
Email: Kwetherbee@syntechgroup.com
It is expressly understood that the experience, knowledge, capability, and
reputation of the foregoing Principals were a substantial inducement for City to enter into
this Agreement. Therefore, the foregoing Principals shall be responsible during the term
of this Agreement for directing all activities of Contracting Party and devoting sufficient
time to personally supervise the Services hereunder. For purposes of this Agreement,
the foregoing Principals may not be changed by Contracting Party and no other personnel
may be assigned to perform the Services required hereunder without the express written
approval of City.
4.2 Contract Officer. The "Contract Officer", otherwise known as Gil
Villalpando, Director of Business Unit and Housing Development, or assigned designee
may be designated in writing by the City Manager of the City. It shall be Contracting
Party's responsibility to assure that the Contract Officer, or assigned designee, is kept
informed of the progress of the performance of the Services, and Contracting Party shall
refer any decisions, that must be made by City to the Contract Officer, or assigned
designee. Unless otherwise specified herein, any approval of City required hereunder
shall mean the approval of the Contract Officer, or assigned designee. The Contract
Officer, or assigned designee, shall have authority to sign all documents on behalf of
City required hereunder to carry out the terms of this Agreement.
4.3 Prohibition Against Subcontracting or Assignment. The experience,
knowledge, capability, and reputation of Contracting Party, its principals, and its
employees were a substantial inducement for City to enter into this Agreement. Except
as set forth in this Agreement, Contracting Party shall not contract or subcontract with
any other entity to perform in whole or in part the Services required hereunder without the
express written approval of City. In addition, neither this Agreement nor any interest
herein may be transferred, assigned, conveyed, hypothecated, or encumbered,
voluntarily or by operation of law, without the prior written approval of City. Transfers
restricted hereunder shall include the transfer to any person or group of persons acting in
concert of more than twenty five percent (25%) of the present ownership and/or control
of Contracting Party, taking all transfers into account on a cumulative basis. Any
attempted or purported assignment or contracting or subcontracting by Contracting Party
without City's express written approval shall be null, void, and of no effect. No approved
transfer shall release Contracting Party of any liability hereunder without the express
consent of City.
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4.4 Independent Contractor. Neither City nor any of its employees shall have
any control over the manner, mode, or means by which Contracting Party, its agents, or
its employees, perform the Services required herein, except as otherwise set forth herein.
City shall have no voice in the selection, discharge, supervision, or control of Contracting
Party's employees, servants, representatives, or agents, or in fixing their number or hours
of service. Contracting Party shall perform all Services required herein as an independent
contractor of City and shall remain at all times as to City a wholly independent contractor
with only such obligations as are consistent with that role. Contracting Party shall not at
any time or in any manner represent that it or any of its agents or employees are agents
or employees of City. City shall not in any way or for any purpose become or be deemed
to be a partner of Contracting Party in its business or otherwise or a joint venture or a
member of any joint enterprise with Contracting Party. Contracting Party shall have no
power to incur any debt, obligation, or liability on behalf of City. Contracting Party shall
not at any time or in any manner represent that it or any of its agents or employees are
agents or employees of City. Except for the Contract Sum paid to Contracting Party as
provided in this Agreement, City shall not pay salaries, wages, or other compensation to
Contracting Party for performing the Services hereunder for City. City shall not be liable
for compensation or indemnification to Contracting Party for injury or sickness arising out
of performing the Services hereunder. Notwithstanding any other City, state, or federal
policy, rule, regulation, law, or ordinance to the contrary, Contracting Party and any of its
employees, agents, and subcontractors providing services under this Agreement shall not
qualify for or become entitled to any compensation, benefit, or any incident of employment
by City, including but not limited to eligibility to enroll in the California Public Employees
Retirement System (" PERS") as an employee of City and entitlement to any contribution
to be paid by City for employer contributions and/or employee contributions for PERS
benefits. Contracting Party agrees to pay all required taxes on amounts paid to
Contracting Party under this Agreement, and to indemnify and hold City harmless from
any and all taxes, assessments, penalties, and interest asserted against City by reason
of the independent contractor relationship created by this Agreement. Contracting Party
shall fully comply with the workers' compensation laws regarding Contracting Party and
Contracting Party's employees. Contracting Party further agrees to indemnify and hold
City harmless from any failure of Contracting Party to comply with applicable workers'
compensation laws. City shall have the right to offset against the amount of any payment
due to Contracting Party under this Agreement any amount due to City from Contracting
Party as a result of Contracting Party's failure to promptly pay to City any reimbursement
or indemnification arising under this Section.
4.5 Identity of Persons Performing Work. Contracting Party represents that it
employs or will employ at its own expense all personnel required for the satisfactory
performance of any and all of the Services set forth herein. Contracting Party represents
that the Services required herein will be performed by Contracting Party or under its direct
supervision, and that all personnel engaged in such work shall be fully qualified and shall
be authorized and permitted under applicable State and local law to perform such tasks
and services.
4.6 City Cooperation. City shall provide Contracting Party with any plans,
publications, reports, statistics, records, or other data or information pertinent to the
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Services to be performed hereunder which are reasonably available to Contracting Party
only from or through action by City.
5. INSURANCE.
5.1 Insurance. Prior to the beginning of any Services under this Agreement and
throughout the duration of the term of this Agreement, Contracting Party shall procure
and maintain, at its sole cost and expense, and submit concurrently with its execution of
this Agreement, policies of insurance as set forth in "Exhibit E" (the "Insurance
Requirements") which is incorporated herein by this reference and expressly made a part
hereof.
5.2 Proof of Insurance. Contracting Party shall provide Certificate of Insurance
to Agency along with all required endorsements. Certificate of Insurance and
endorsements must be approved by Agency's Risk Manager prior to commencement of
performance.
6. INDEMNIFICATION.
6.1 Indemnification. To the fullest extent permitted by law, Contracting Party
shall indemnify, protect, defend (with counsel selected by City), and hold harmless City
and any and all of its officers, employees, agents, and volunteers as set forth in "Exhibit
F" ("Indemnification") which is incorporated herein by this reference and expressly made
a part hereof.
IIIIIIV214to] :l91y_1ilk 191d211ffl:i16*1
7.1 Reports. Contracting Party shall periodically prepare and submit to the
Contract Officer, or assigned designee, such reports concerning Contracting Party's
performance of the Services required by this Agreement as the Contract Officer, or
assigned designee, shall require. Contracting Party hereby acknowledges that City is
greatly concerned about the cost of the Services to be performed pursuant to this
Agreement. For this reason, Contracting Party agrees that if Contracting Party becomes
aware of any facts, circumstances, techniques, or events that may or will materially
increase or decrease the cost of the Services contemplated herein or, if Contracting Party
is providing design services, the cost of the project being designed, Contracting Party
shall promptly notify the Contract Officer, or assigned designee, of said fact,
circumstance, technique, or event and the estimated increased or decreased cost related
thereto and, if Contracting Party is providing design services, the estimated increased or
decreased cost estimate for the project being designed.
7.2 Records. Contracting Party shall keep, and require any subcontractors to
keep, such ledgers, books of accounts, invoices, vouchers, canceled checks, reports
(including but not limited to payroll reports), studies, or other documents relating to the
disbursements charged to City and the Services performed hereunder (the "Books and
Records"), as shall be necessary to perform the Services required by this Agreement and
enable the Contract Officer, or assigned designee, to evaluate the performance of such
Services. Any and all such Books and Records shall be maintained in accordance with
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generally accepted accounting principles and shall be complete and detailed. The
Contract Officer, or assigned designee, shall have full and free access to such Books
and Records at all times during normal business hours of City, including the right to
inspect, copy, audit, and make records and transcripts from such Books and Records.
Such Books and Records shall be maintained for a period of three (3) years following
completion of the Services hereunder, and City shall have access to such Books and
Records in the event any audit is required. In the event of dissolution of Contracting
Party's business, custody of the Books and Records may be given to City, and access
shall be provided by Contracting Party's successor in interest. Under California
Government Code Section 8546.7, if the amount of public funds expended under this
Agreement exceeds Ten Thousand Dollars ($10,000.00), this Agreement shall be subject
to the examination and audit of the State Auditor, at the request of City or as part of any
audit of City, for a period of three (3) years after final payment under this Agreement.
7.3 Ownership of Documents. All drawings, specifications, maps, designs,
photographs, studies, surveys, data, notes, computer files, reports, records, documents,
and other materials plans, drawings, estimates, test data, survey results, models,
renderings, and other documents or works of authorship fixed in any tangible medium of
expression, including but not limited to, physical drawings, digital renderings, or data
stored digitally, magnetically, or in any other medium prepared or caused to be prepared
by Contracting Party, its employees, subcontractors, and agents in the performance of
this Agreement (the "Documents and Materials") shall be the property of City and shall be
delivered to City upon request of the Contract Officer, or assigned designee, or upon
the expiration or termination of this Agreement, and Contracting Party shall have no claim
for further employment or additional compensation as a result of the exercise by City of
its full rights of ownership use, reuse, or assignment of the Documents and Materials
hereunder. Any use, reuse or assignment of such completed Documents and Materials
for other projects and/or use of uncompleted documents without specific written
authorization by Contracting Party will be at City's sole risk and without liability to
Contracting Party, and Contracting Party's guarantee and warranties shall not extend to
such use, revise, or assignment. Contracting Party may retain copies of such Documents
and Materials for its own use. Contracting Party shall have an unrestricted right to use
the concepts embodied therein. All subcontractors shall provide for assignment to City
of any Documents and Materials prepared by them, and in the event Contracting Party
fails to secure such assignment, Contracting Party shall indemnify City for all damages
resulting therefrom.
7.4 In the event City or any person, firm, or corporation authorized by City
reuses said Documents and Materials without written verification or adaptation by
Contracting Party for the specific purpose intended and causes to be made or makes any
changes or alterations in said Documents and Materials, City hereby releases,
discharges, and exonerates Contracting Party from liability resulting from said change.
The provisions of this clause shall survive the termination or expiration of this Agreement
and shall thereafter remain in full force and effect.
7.5 Licensing of Intellectual Property. This Agreement creates a non-exclusive
and perpetual license for City to copy, use, modify, reuse, or sublicense any and all
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copyrights, designs, rights of reproduction, and other intellectual property embodied in
the Documents and Materials. Contracting Party shall require all subcontractors, if any,
to agree in writing that City is granted a non-exclusive and perpetual license for the
Documents and Materials the subcontractor prepares under this Agreement. Contracting
Party represents and warrants that Contracting Party has the legal right to license any
and all of the Documents and Materials. Contracting Party makes no such representation
and warranty in regard to the Documents and Materials which were prepared by design
professionals other than Contracting Party or provided to Contracting Party by City. City
shall not be limited in any way in its use of the Documents and Materials at any time,
provided that any such use not within the purposes intended by this Agreement shall be
at City's sole risk.
7.6 Release of Documents. The Documents and Materials shall not be
released publicly without the prior written approval of the Contract Officer, or assigned
designee, or as required by law. Contracting Party shall not disclose to any other entity
or person any information regarding the activities of City, except as required by law or as
authorized by City.
7.7 Confidential or Personal Identifying Information. Contracting Party
covenants that all City data, data lists, trade secrets, documents with personal identifying
information, documents that are not public records, draft documents, discussion notes, or
other information, if any, developed or received by Contracting Party or provided for
performance of this Agreement are deemed confidential and shall not be disclosed by
Contracting Party to any person or entity without prior written authorization by City or
unless required by law. City shall grant authorization for disclosure if required by any
lawful administrative or legal proceeding, court order, or similar directive with the force of
law. All City data, data lists, trade secrets, documents with personal identifying
information, documents that are not public records, draft documents, discussions, or other
information shall be returned to City upon the termination or expiration of this Agreement.
Contracting Party's covenant under this section shall survive the termination or expiration
of this Agreement.
8. ENFORCEMENT OF AGREEMENT.
8.1 California Law. This Agreement shall be interpreted, construed, and
governed both as to validity and to performance of the parties in accordance with the laws
of the State of California. Legal actions concerning any dispute, claim, or matter arising
out of or in relation to this Agreement shall be instituted in the Superior Court of the County
of Riverside, State of California, or any other appropriate court in such county, and
Contracting Party covenants and agrees to submit to the personal jurisdiction of such
court in the event of such action.
8.2 Disputes. In the event of any dispute arising under this Agreement, the
injured party shall notify the injuring party in writing of its contentions by submitting a claim
therefore. The injured party shall continue performing its obligations hereunder so long
as the injuring party commences to cure such default within ten (10) days of service of
such notice and completes the cure of such default within forty-five (45) days after service
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of the notice, or such longer period as may be permitted by the Contract Officer, or
assigned designee; provided that if the default is an immediate danger to the health,
safety, or general welfare, City may take such immediate action as City deems warranted.
Compliance with the provisions of this Section shall be a condition precedent to
termination of this Agreement for cause and to any legal action, and such compliance
shall not be a waiver of any party's right to take legal action in the event that the dispute
is not cured, provided that nothing herein shall limit City's right to terminate this
Agreement without cause pursuant to this Article 8.0. During the period of time that
Contracting Party is in default, City shall hold all invoices and shall, when the default is
cured, proceed with payment on the invoices. In the alternative, City may, in its sole
discretion, elect to pay some or all of the outstanding invoices during any period of default.
8.3 Retention of Funds. City may withhold from any monies payable to
Contracting Party sufficient funds to compensate City for any losses, costs, liabilities, or
damages it reasonably believes were suffered by City due to the default of Contracting
Party in the performance of the Services required by this Agreement.
8.4 Waiver. No delay or omission in the exercise of any right or remedy of a
non -defaulting party on any default shall impair such right or remedy or be construed as
a waiver. City's consent or approval of any act by Contracting Party requiring City's
consent or approval shall not be deemed to waive or render unnecessary City's consent
to or approval of any subsequent act of Contracting Party. Any waiver by either party of
any default must be in writing and shall not be a waiver of any other default concerning
the same or any other provision of this Agreement.
8.5 Rights and Remedies are Cumulative. Except with respect to rights and
remedies expressly declared to be exclusive in this Agreement, the rights and remedies
of the parties are cumulative and the exercise by either party of one or more of such rights
or remedies shall not preclude the exercise by it, at the same or different times, of any
other rights or remedies for the same default or any other default by the other party.
8.6 Legal Action. In addition to any other rights or remedies, either party may
take legal action, at law or at equity, to cure, correct, or remedy any default, to recover
damages for any default, to compel specific performance of this Agreement, to obtain
declaratory or injunctive relief, or to obtain any other remedy consistent with the purposes
of this Agreement.
8.7 Termination Prior To Expiration of Term. This Section shall govern any
termination of this Agreement, except as specifically provided in the following Section for
termination for cause. City reserves the right to terminate this Agreement at any time,
with or without cause, upon thirty (30) days' written notice to Contracting Party. Upon
receipt of any notice of termination, Contracting Party shall immediately cease all
Services hereunder except such as may be specifically approved by the Contract Officer,
or assigned designee. Contracting Party shall be entitled to compensation for all
Services rendered prior to receipt of the notice of termination and for any Services
authorized by the Contract Officer, or assigned designee, thereafter in accordance with
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the Schedule of Compensation or such as may be approved by the Contract Officer, or
assigned designee, except amounts held as a retention pursuant to this Agreement.
8.8 Termination for Default of Contracting Party. If termination is due to the
failure of Contracting Party to fulfill its obligations under this Agreement, Contracting Party
shall vacate any City -owned property which Contracting Party is permitted to occupy
hereunder and City may, after compliance with the provisions of Section 8.2, take over
the Services and prosecute the same to completion by contract or otherwise, and
Contracting Party shall be liable to the extent that the total cost for completion of the
Services required hereunder exceeds the compensation herein stipulated (provided that
City shall use reasonable efforts to mitigate such damages), and City may withhold any
payments to Contracting Party for the purpose of setoff or partial payment of the amounts
owed City.
8.9 Attorneys' Fees. If either party to this Agreement is required to initiate or
defend or made a party to any action or proceeding in any way connected with this
Agreement, the prevailing party in such action or proceeding, in addition to any other relief
which may be granted, whether legal or equitable, shall be entitled to reasonable
attorneys' fees; provided, however, that the attorneys' fees awarded pursuant to this
Section shall not exceed the hourly rate paid by City for legal services multiplied by the
reasonable number of hours spent by the prevailing party in the conduct of the litigation.
Attorneys' fees shall include attorneys' fees on any appeal, and in addition a party entitled
to attorneys' fees shall be entitled to all other reasonable costs for investigating such
action, taking depositions and discovery, and all other necessary costs the court allows
which are incurred in such litigation. All such fees shall be deemed to have accrued on
commencement of such action and shall be enforceable whether or not such action is
prosecuted to judgment. The court may set such fees in the same action or in a separate
action brought for that purpose.
9. CITY OFFICERS AND EMPLOYEES; NONDISCRIMINATION.
9.1 Non -liability of City Officers and Employees. No officer, official, employee,
agent, representative, or volunteer of City shall be personally liable to Contracting Party,
or any successor in interest, in the event or any default or breach by City or for any amount
which may become due to Contracting Party or to its successor, or for breach of any
obligation of the terms of this Agreement.
9.2 Conflict of Interest. Contracting Party covenants that neither it, nor any
officer or principal of it, has or shall acquire any interest, directly or indirectly, which would
conflict in any manner with the interests of City or which would in any way hinder
Contracting Party's performance of the Services under this Agreement. Contracting Party
further covenants that in the performance of this Agreement, no person having any such
interest shall be employed by it as an officer, employee, agent, or subcontractor without
the express written consent of the Contract Officer, or assigned designee. Contracting
Party agrees to at all times avoid conflicts of interest or the appearance of any conflicts
of interest with the interests of City in the performance of this Agreement.
-11-
No officer or employee of City shall have any financial interest, direct or
indirect, in this Agreement nor shall any such officer or employee participate in any
decision relating to this Agreement which effects his financial interest or the financial
interest of any corporation, partnership or association in which he is, directly or indirectly,
interested, in violation of any State statute or regulation. Contracting Party warrants that
it has not paid or given and will not pay or give any third party any money or other
consideration for obtaining this Agreement.
9.3 Covenant against Discrimination. Contracting Party covenants that, by and
for itself, its heirs, executors, assigns, and all persons claiming under or through them,
that there shall be no discrimination against or segregation of, any person or group of
persons on account of any impermissible classification including, but not limited to, race,
color, creed, religion, sex, marital status, sexual orientation, national origin, or ancestry in
the performance of this Agreement. Contracting Party shall take affirmative action to
ensure that applicants are employed and that employees are treated during employment
without regard to their race, color, creed, religion, sex, marital status, sexual orientation,
national origin, or ancestry.
10. MISCELLANEOUS PROVISIONS.
10.1 Notice. Any notice, demand, request, consent, approval, or communication
either party desires or is required to give the other party or any other person shall be in
writing and either served personally or sent by prepaid, first-class mail to the address set
forth below. Either party may change its address by notifying the other party of the change
of address in writing. Notice shall be deemed communicated forty-eight (48) hours from
the time of mailing if mailed as provided in this Section.
To City:
CITY OF LA QUINTA
Attention: Gil Villalpando
78495 Calle Tampico
La Quinta, California 92253
To Contracting Party:
Syntech Group, Inc
Katherine Wetherbee, President of Business Dev.
9300 Santa Anita Ave, Suite 102
Rancho Cucamonga, CA 91730
10.2 Interpretation. The terms of this Agreement shall be construed in
accordance with the meaning of the language used and shall not be construed for or
against either party by reason of the authorship of this Agreement or any other rule of
construction which might otherwise apply.
10.3 Section Headings and Subheadings. The section headings and
subheadings contained in this Agreement are included for convenience only and shall not
limit or otherwise affect the terms of this Agreement.
10.4 Counterparts. This Agreement may be executed in counterparts, each of
which shall be deemed to be an original, and such counterparts shall constitute one and
the same instrument.
-12-
10.5 Integrated Agreement. This Agreement including the exhibits hereto is the
entire, complete, and exclusive expression of the understanding of the parties. It is
understood that there are no oral agreements between the parties hereto affecting this
Agreement and this Agreement supersedes and cancels any and all previous
negotiations, arrangements, agreements, and understandings, if any, between the
parties, and none shall be used to interpret this Agreement.
10.6 Amendment. No amendment to or modification of this Agreement shall be
valid unless made in writing and approved by Contracting Party and by the City Council
of City. The parties agree that this requirement for written modifications cannot be waived
and that any attempted waiver shall be void.
10.7 Severability. In the event that any one or more of the articles, phrases,
sentences, clauses, paragraphs, or sections contained in this Agreement shall be
declared invalid or unenforceable, such invalidity or unenforceability shall not affect any
of the remaining articles, phrases, sentences, clauses, paragraphs, or sections of this
Agreement which are hereby declared as severable and shall be interpreted to carry out
the intent of the parties hereunder unless the invalid provision is so material that its
invalidity deprives either party of the basic benefit of their bargain or renders this
Agreement meaningless.
10.8 Unfair Business Practices Claims. In entering into this Agreement,
Contracting Party offers and agrees to assign to City all rights, title, and interest in and to
all causes of action it may have under Section 4 of the Clayton Act (15 U.S.C. § 15) or
under the Cartwright Act (Chapter 2, (commencing with Section 16700) of Part 2 of
Division 7 of the Business and Professions Code), arising from purchases of goods,
services, or materials related to this Agreement. This assignment shall be made and
become effective at the time City renders final payment to Contracting Party without
further acknowledgment of the parties.
10.9 No Third -Party Beneficiaries. With the exception of the specific provisions
set forth in this Agreement, there are no intended third -party beneficiaries under this
Agreement and no such other third parties shall have any rights or obligations hereunder.
10.10 Authority. The persons executing this Agreement on behalf of each of the
parties hereto represent and warrant that (i) such party is duly organized and existing,
(ii) they are duly authorized to execute and deliver this Agreement on behalf of said party,
(iii) by so executing this Agreement, such party is formally bound to the provisions of this
Agreement, and (iv) that entering into this Agreement does not violate any provision of
any other Agreement to which said party is bound. This Agreement shall be binding upon
the heirs, executors, administrators, successors, and assigns of the parties.
[SIGNATURES ON FOLLOWING PAGE]
-13-
IN WITNESS WHEREOF, the parties have executed this Agreement as of the dates
stated below.
CITY OF LA QUINTA,
a California Municipal Corporation
JO ILLEN, City Manager
,----City of La Quinta, California
Dated: 2. 120 Z
ATTEST:
—04bbr(l
MONIKA RADEVA, C Clerk
City of La Quinta, California
APPROVED AS TO FORM:
(V P,
WILLIAM H. IHRKE, ity Attorney
City of La Quinta, California
-14-
CONTRACTING PARTY:
By: SIGNED IN COUNTERPART
Name:
Title:
By:_
Name:
Title:
IN WITNESS WHEREOF, the parties have executed this Agreement as of the dates
stated below.
CITY OF LA QUINTA,
a California Municipal Corporation
SIGNED IN COUNTERPART
JON MCMILLEN, City Manager
City of La Quinta, California
Dated:
ATTEST:
SIGNED IN COUNTERPART
MONIKA RADEVA, City Clerk
City of La Quinta, California
APPROVED AS TO FORM:
SIGNED IN COUNTERPART
WILLIAM H. IHRKE, City Attorney
City of La Quinta, California
SYNTECH GROUP, INC.,
a California S-Corp
Katherine Wetherbee
President of Business Development
Dated: Agaz L
-14-
EXHIBIT A
Scope of Services
%• •
Iowa
SYn7E7"
MANAGE
PROPOSAL
CES
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s
2/9/2026
Dear Gil,
On behalf of Syntech Group, I am pleased to submit our proposaIf or Managed IT Services. Asa trusted provider of
comprehensive IT solutions, Syntech Group brings a proven track record of delivering secure, efficient, and
scalable IT services to public sector organizations. Our team is eager to leverage our expertise to support City of La
Quinta critical infrastructure and operational needs.
With over 17 years of experience in Managed IT Services, we specialize in providing proactive IT support,
cybersecurity solutions, cloud management, network optimization, and compliance -driven IT strategies tailored for
nonprofit organizations, foundations, municipal agencies, and other mission -driven institutions. Our approach
focuses on minimizing downtime, enhancing system security, and ensuring seamless IT operations through
industry best practices and 24/7 monitoring.
As an organization committed to excellence, we have the expertise and resources necessary to meet and exceed
the requirements outlined in your scope. We are prepared to offer a strategic IT partnership that aligns City of La
Quinta's operational goals while ensuring cost efficiency and regulatory compliance.
The designated point of contact for this proposal is:
Katherine Wetherbee
President of Business Development
Syntech Group, Inc
9300 Santa Anita Ave Suite 102
Rancho Cucamonga, CA 91730
Phone: 909-203-1530
Cell: 909-767-0819
Email: Kwetherbee@syntechgroup.com
We appreciate the opportunityto be considered for this engagement and look forward to the possibility of
collaborating with City of La Quinta. Please feel free to contact me with any questions or to discuss our proposal in
further detail.
Sincerely,
Katherine Wetherbee
President of Business Development
Syntech Group, Inc
P (888) 520-1787 10 9300 Santa Anita Ave. Suite 102, Rancho Cucamonga, CA 91730 1 www.syntachgroup.com
MANAGED IT SERVICES RFP
413101` CONTENTS
INTRODUCTION & COMPANY PROFILE...............................................................................................................4
Overview of our Organization...........................................................................................................................
4
Backgroundand Experience................................................................................................................................
5
ServiceCapabilities........................................................................................................................................
5
SyntechTeam.................................................................................................................................................
6
OnboardingTechnicians..............................................................................................................................
7
Onboarding....................................................................................................................................................
8
First7 days.................................................................................................................................................
8
First30 days...............................................................................................................................................
8
Days30-60.................................................................................................................................................
9
Days60-90.................................................................................................................................................
9
TeamOrganizational Chart........................................................................................................................
10
ClientProjects..............................................................................................................................................
11
ClientReferences.............................................................................................................................................
12
ManagedServices............................................................................................................................................
14
Procare Support Services..............................................................................................................................
14
Co -Managed IT Support.............................................................................................................................
17
AdditionalServices...................................................................................................................................
17
ClientExperience......................................................................................................................................
17
SpecialConsiderations.................................................................................................................................
21
Rates...........................................................................................................................................................
19
ProjectRates................................................................................................................................................
19
LongTerm Assurance...................................................................................................................................
21
Insurance........................................................................................................................................................
21
Evidence of California Licensing....................................................................................................................
21
Subcontractors............................................................................................................................................
21
Certificationof Proposal...................................................................................................................................
22
P (888) 520-1787 10 9300 Santa Anita Ave. Suite 102, Rancho Cucamonga, CA 91730 1 www.syntechgroup.com
MANAGED IT SERVICES RFP
Syntech Group, Inc. is a trusted Managed Services Provider (MSP) with 17+years of experience delivering high -
quality IT solutions tailored for government agencies, municipalities, and special districts. Our expertise spans
outsourced IT support, cybersecurity, cloud infrastructure, IT security management, and vendor contract
negotiation, making us well-equipped to support the operational, security, and compliance requirements of your
organizational needs.
As a strategic IT partner, Syntech Group does more than provide technical support to align IT strategy with
organizational goals to improve security, efficiency, and cost-effectiveness. Our vCIO (Virtual Chief Information
Officer) services ensure proactive IT leadership, while our contract review and negotiation expertise help the firm
maximize value from their technology investments.
In addition to cybersecurity and IT optimization, Syntech Group prioritizes business continuity by implementing
comprehensive disaster recovery (DR) and backup solutions that support Recovery Time Objective (RTO) and
Recovery Point Objective (RPO) requirements. Our approach ensures:
• Automated and encrypted backups to protect data integrity and security.
• Geo-redundant storage to safeguard critical data in case of local failures.
• Predefined RTO and RPO thresholds to ensure minimal downtime and rapid recovery.
• Regular disaster recovery testing to validate and optimize response protocols.
With a multi -tiered support structure, we provide comprehensive IT service coverage, ensuring rapid response,
proactive system monitoring, and long-term strategic planning. This holistic approach enables you to maintain a
resilient, secure, and high-performance IT environment that meets both operational and regulatory standards.
OVERVIEW OF OUR ORGANIZATION
Syntech's current environment is as follows:
• Established in 2009, incorporated Syntech Group, Inc., as an S-Corp
• 17+years of experience in Managed IT Services, specializing in government and public sector IT solutions.
• 28 employees, including 20 engineers with expertise in networking, security, and cloud solutions.
• We currently provide MSP Services to over 3000 users and 70 client locations.
• Accounts vary from government, private sector and non-profit organizations.
• Our different teams are highly skilled and divided into the following departments for refined service
delivery: Helpdesk Services, Service Coordinators, System Administrators, NOC, Account Management,
Inside Sales, Accounting, and Marketing.
• Helpdesk is open Monday through Friday between the hours of 8am to 5pm plus, and after-hours answering
service for emergencies.
• External management of the highest level of network support
• Local and Remote Cloud Backups
• A dedicated Account Manager to help with any non -technical questions.
• Monthly Asset reports and check -in meetings.
• 5-year roadmaps for your infrastructure
P (888) 520-1787 10 9300 Santa Anita Ave. Suite 102, Rancho Cucamonga, CA 91730 1 www.syntechgroup.com
MANAGED IT SERVICES RFP
SERVICE CAPABILITIES
• Strategic IT Partnership & vClO Services
o Technology Roadmap Development: Aligning IT infrastructure with organizational goals for long-
term efficiency.
o IT Budgeting & Cost Optimization: Ensuring technology spending is strategic and cost-effective.
o Contract Review & Vendor Negotiation: Analyzing and negotiating IT vendor contracts to secure the
best value and most favorable terms.
• Cybersecurity & Compliance
o Managed SOC 24x7 EDR: Real-time monitoring and threat detection for enhanced security.
o Security Assessments & Policy Development: Ensuring IT security policies meet regulatory and
industry standards.
o Has experience in implementation and management of the following:
■ CIS
■ NIST800-53
■ ISO 27001
• Backup & Disaster Recovery
o Implementing secure backup strategies for business continuity.
• 24 x7 Helpdesk Support
o Helpdesk Tier 1: First -level support for user inquiries, password resets, and basic troubleshooting.
o Helpdesk Tier 2: Advanced troubleshooting for hardware, software, and network -related issues.
o Junior System Administrators: Handling routine monitoring, backups, and medium -complexity IT
tasks under supervision.
o System Administrators: Third -level support for network administration, system security, and
complex IT challenges.
o Certified Technicians
o After hours on -call technicians
• 24x7 NOC Services
o Syntech maintain continuous monitoring of client environments to identify system or security
issues as they occur.
■ Systems and security alerts are monitored continuously.
■ Outside of normal business hours, a rotating on -call engineer is available to respond to
critical alerts and emergency client requests.
■ The on -call engineer assesses the situation, resolves the issue when possible, and
escalates internally if additional expertise is required.
• Proactive IT Management & Account Support:
o Regular IT Check -ins & Reporting: Ensuring transparency with performance reports, uptime
metrics, and ticket resolution tracking.
o Account Management Services: Dedicated Account Manager to oversee service delivery, resolve
concerns proactively, and optimize IT efficiency.
• Security
o US Based Technicians
o CJIS Qualified Engineers
P (888) 520-1787 10 9300 Santa Anita Ave. Suite 102, Rancho Cucamonga, CA 91730 1 www.syntechgroup.com
MANAGED IT SERVICES RFP
SYNTECH TEAM
Syntech Group has assembled a dedicated team to oversee and execute the Managed IT Services contract for
City of La Quinta.
FOUNDERS
James Stover, President/CEO
James, a Southern California native and U.S. Armyveteran, holds an advanced degree in Computer
Science from the University of La Verne and DeVry University. Driven by the growth and success of his
clients, he provides direct oversight, and Strategic IT planning for all clients. He has 20+years in MSP
leadership, IT strategy, and compliance.
Katherine Wetherbee, President of Business Development
Katherine is an accomplished Vice President of Sales with a proven track record in the information
technology and services industry. With deep expertise in Storage Area Networks (SAN), Professional
Services, Data Center solutions, and Managed Service Provider (MSP) offerings, she is known for delivering
high -impact sales strategies and building lasting client relationships.
She holds advanced degrees in International Business Finance from UC Santa Barbara, Michigan State,
and Stanford, bringing a global perspective to her leadership approach. Katherine's passion for technology
and innovation led her to found an organization centered on personalization, reliability, and practical
solutions —helping clients better understand and embrace advancing technologies.
KEYTEAM MEMBERS
Alex Chang, Virtual Chief Information Officer (vCIO)
With over 12 years of experience in IT, Alex brings a wealth of technical
expertise and strategic insight to his role as head of the Account
Management department. While he fully oversees account operations, his
influence extends across all departments, playing a key role in cross -
functional collaboration and strategic project planning.
A certified A+ and Network+technician, Alex holds a bachelor's degree from
the University of California, Riverside. He has developed deep expertise in
Microsoft services and has successfully guided numerous organizations
through digital transformation and modernization initiatives.
David McKissic, Director of IT Services & Cybersecurity
With two decades of experience in managed services, David has built a
career around navigating complex customer environments, diverse
application stacks, and tailored service solutions. His journey from Helpdesk
and Desktop Support to Engineer, Senior Engineer, CTO, Vice President, and
now Director of Helpdesk reflects a deep commitment to growth, leadership,
and hands-on service.
David's core strengths lie in leadership, team building, escalated support,
and cultivating strong client relationships. In his current role, he thrives on
being closely involved with day-to-day client challenges, ensuring high -
quality service delivery and fostering a culture of excellence within his team.
P (888) 520-1787 10 9300 Santa Anita Ave. Suite 102, Rancho Cucamonga, CA 91730 1 www.syntachgroup.com
MANAGED IT SERVICES RFP
Sara Lauritzen, Helpdesk Manager
Sara Lauritzen is a Helpdesk Manager with more than 10 years of experience
in the tech industry, and 4 years in a leadership role. She has worked closely
with various municipalities for over 8 years. She holds an Associate's of
Science in Information Technology from ITT Tech and has a strong
background in managing infrastructure for municipalities. Outside of her
professional work, Sara enjoys family time, writing, and pursuing her love for
Musical Theatre.
Tiffany Shaw, Senior Account Manager
With over 12 years of experience in customer relationship management and
IT service delivery, Tiffany Shaw brings both technical depth and strategic
insight to every client partnership. She began her career as a technical
support specialist, quickly advancing into systems engineering before
transitioning into account management, giving her a unique ability to bridge
hands-on technical expertise with high-level business strategy.
Tiffany has extensive experience supporting manufacturing and enterprise
organizations, where precision, uptime, and operational efficiency are
paramount. Her background includes managing complex technology
environments that integrate production systems, cybersecurity standards,
and cloud -based infrastructure.
Known for her proactive communication style and results -driven approach,
Tiffany collaborates with clients to develop multi -year technology roadmaps
that align IT investments with organizational growth. She focuses on
modernization, automation, and cost optimization, ensuring each
engagement delivers measurable value and operational impact.
Her career progression —from frontline technician to engineer to senior
account leader —reflects her deep technical foundation, leadership acumen,
and commitment to delivering enterprise -grade outcomes through trusted
partnership.
ONBOARDING TECHNICIANS
Bruce Wilkins
System Administrator
Jeff Hollingsworth
g System Administrator
Resumes for key personnel are available upon request.
P (888) 520-1787 10 9300 Santa Anita Ave. Suite 102, Rancho Cucamonga, CA 91730 1 www.syntachgroup.com
MANAGED IT SERVICES RFP
ONBOARDING
Our technical strategy addresses the firm's full scope of work within dustry-leading tools and processes.
FIRST 7 DAYS
Syntech Onboarding team will meet with the firm for a kickoff meeting. In this meeting we complete the following:
• Formalize our onboarding project timeline.
• Identify any specific dates important to your organization.
• These would include termination dates of any existing services, upcoming holidays or critical calendar
dates that will impact the onboarding schedule.
• Any planned changes happening in the next 90 days.
• Discuss specifics regarding the PC deployment plans and incorporate these into the planning process.
• Identify project team roles and responsibilities for Syntech Staff, Client's staff and Legacy IT Vendor if
possible.
MILESTONE: TEAM INTRODUCTIONS AND KICKOFF MEETING COMPLETED
DELIVERABLE: PROJECT PLAN AND ONBOARDING TIMELINE CREATED
FIRST 30 DAYS
Syntech will begin our documentation process.
• Review any pre-existing documents and diagrams.
• Onsite visual inspections of all physical equipment and facilities
• If appropriate Syntech will begin to work with Legacy IT Vendor to obtain any support documentation they
can provide
• If we have administrative access, we will review system configurations.
• Includes On Prem Equipment
• On Site Hosted Equipment Cloud Systems
• Weekly Account Manager check -ins with status updates
• At the end of the initial 30 days Syntech will typically take the primary IT support role.
• Syntech transitions IT support from legacy IT Vendor (as defined in the kickoff meeting).
• Syntech will update administrative credentials.
• Deploy remote support tools.
• Deploy server backups and start o site data protection.
• Deliver an initial findings document, in this document Syntech will outline any issues we have discovered,
provide supporting details, and present a remediation plan if necessary.
MILESTONE: SYNTECH TO ASSUME PRIMARY SUPPORT ROLE
DELIVERABLE: DRAFT VERSION OF NETWORK DOCUMENTATION AND EQUIPMENT INVENTORY LIST
P (888) 520-1787 1 O 9300 Santa Anita Ave. Suite 102, Rancho Cucamonga, CA 91730 1 www.syntechgroup.com
MANAGED IT SERVICES RFP
DAYS 30-60
Syntech expands the documentation cycle:
• Review all systems for so ware and hardware supportability.
• Engage all 3`d party vendors to ensure that we are added to supported vendors list.
• Review existing 3Id party agreements and document any expirations. Start tracking all renewal dates.
• Create formalized User/Equipment Onboarding/Onboarding request forms
• Start the budget cycle planning.
• Deploy security tools.
• Discuss Cyber Insurance policies and requirements — plan for compliance.
• Biweekly check -ins regarding the onboarding and support efforts
MILESTONE: N/A
DELIVERABLE:
✓ 30-DAY TICKET REVIEW
✓ DETAILED IT DOCUMENTATION
✓ REMEDIATION RECOMMENDATIONS
DAYS 60-90
Documentation review and Support Enhancements
• Review all documentation, fill in gaps where necessary.
• Review all support requests created to identify any potential improvements
• Complete full QA of Documentation
• Remediation plans discussed and planned.
• Provide initial Business Review with Stakeholders
MILESTONE: N/A
DELIVERABLE:
✓ FULL NETWORK DOCUMENTATION DELIVERED.
✓ REMEDIATION PLANS IN PLACE.
P (888) 520-1787 1 O 9300 Santa Anita Ave. Suite 102, Rancho Cucamonga, CA 91730 1 www.syntechgroup.com
MANAGED IT SERVICES RFP
TEAM ORGANIZATIONAL CHART
Departments
,. Helpdesk
NOC
Service Coordinator
Account Management
Inside Sales
Accounting
Marketing
Director of lT Services
Helpdesk Manager System Administrators JR System
Reactive Services Focus (3) Administrators (3)
Helpdesk Analyst (1)
Helpdesk Leatl
Helpdesk 2 (2)
HelpdesklI Inventory
President
Proactive Services Service Ccartlinator
tj
NOC Administrator (1)
NOC Technician (1)
vclO
Sr. Account Manager
Account Manager
CEO
Inside Sales
Marketing Manager
Marketing Consultants
P (888) 520-1787 10 9300 Santa Anita Ave. Suite 102, Rancho Cucamonga, CA 91730 1 www.syntachgroup.com
MANAGED IT SERVICES RFP
CLIENT PROJECTS
Syntech Group, Inc. specializes in providing end -to -end Managed IT Services with a tiered approach to IT support,
ensuring cost-effective, scalable, and security -focused IT operations for our clients.
Our team of experienced project leaders and professional engineers will take care of all your implementation
needs in a timely and seamless manner. The following clients can attest to our expertise from previous projects:
I )
IAY
JPRI ICJ J
RESORT CASINO
WEST R
AND WCrOR
mmaaLasy,(MICT
RdM Ih Ndk's fkN�
Inland Valley Humane Society
Project: Hardware Refresh (Laptop, Desktop, Switches, Firewall, Access
Point Replacements)
Project: Network Modernization (Azure and Office 365 Migration)
Project: IT Governance, Risk and Compliance: EDR, MDM, Cybersecurity
Training, routine Security Posture Assessment)
City of Perris
Project: Network Infrastructure Build
Project: Server Refresh, Data Migration, Migration Virtual Environment
Fantasy Springs Resort Casino
Project: IT Governance, Risk and Compliance: EDR, MDM, Cybersecurity
Training, routine Security Posture Assessment)
Project: Network Refresh (Switches, Firewall, Access Point
Replacements)
Project: Cloud Migration (Office 365)
Project: Disaster Recovery Plan and Implementation
Northwest Mosquito & Vector Control District wat
Project: Network Infrastructure Rebuild
Project: ERP Implementation and Website Integration (Work in
Collaboration with ERP vendor and all other parties)
P (888) 520-1787 10 9300 Santa Anita Ave. Suite 102, Rancho Cucamonga, CA 91730 1 www.syntachgroup.com
MANAGED IT SERVICES RFP
CLIENT REFERENCES
Below are relevant contracts within the past five years that highlight our experience with municipal, state
agencies, nonprofit, and infrastructure -focused organizations:
V
rA A
RESORT CASINO
T
AND VECTOR
mmRaasrRMr
Inland Valley Humane Society
Contact: Nikole Bresciani, CEO
Phone:909-623-9777
Email: NBresciani@ivhsspca.org
City of Perris
Contact: Art Cervantes, CIO
Phone: 951.943-6100
Email: acervantes@cityofperris.org
Fantasy Springs Resort Casino
Contact: Don Lindsey, CIO
Phone: 760-342-5000
Email: DLindsey@fantasysprings.net
Northwest Mosquito & Vector Control District
Contact: Eric Ballejos, Public Information & Technology Officer
Phone: 951.340.9792
Email: eballejos@northwestmvcd.org
P (888) 520-1787 10 9300 Santa Anita Ave. Suite 102, Rancho Cucamonga, CA 91730 1 www.syntachgroup.com
MANAGED IT SERVICES RFP
A
American
Water Works
Association
Mexican American Opportunity Foundation (MAOF)
Contact: Vicky Santos
Phone: 323.278.3687
Email: vsantos@maof.org
CA -NV American Water Works Association
Contact: Sue Mosburg
Phone: 909.291.2108
Email: smosburg@ca-nv-awwa.org
P (888) 520-1787 10 9300 Santa Anita Ave. Suite 102, Rancho Cucamonga, CA 91730 1 www.syntechgroup.com
MANAGED IT SERVICES RFP
Syntech is committed to delivering comprehensive Managed IT Services that support the unique operational
environment at City of La Quintas.. Our approach combines a structured onboarding process, robust technical
solutions, and proactive management to meet clients' goals of reliability, security, and scalability. Below, we
outline our technical and management strategies, a draft schedule of tasks, and additional recommendations to
enhance service delivery.
* All helpdesk and support staff are US -based technicians, ensuring clear communication and compliance with
government data security requirements.
PROCARE SUPPORT
24/7 Helpdesk Support A dedicated team using a ticketing system with <15-minute initial
response for critical issues and 8am-5pm PST support plus on -call
rotation.
*Desktop Support
*Mobile Device Support
*Server Administration
*Network Administration
*Email Administration
*Automated Onboarding and Offboarding
Helpdesk 1 Providing first -level support for everyday issues, including user
inquiries and technical assistance.
Helpdesk 2 Providing second -Level support for more complex issues that
require advanced troubleshooting.
Junior System Supporting system administration tasks, performing routine
Administrators monitoring, backups, and managing medium -complexity IT issues
under supervision.
System Administrators Providing third -level support for critical systems, network
administration, and complex IT challenges.
Security Awareness & Syntech provides user security awareness training through the
User Training
KnowBe4 platform. This includes simulated phishing exercises,
ongoing training modules, and reporting tools designed to
strengthen user awareness and reduce the risk of social
engineering attacks.
Collaborating with the firm to create a comprehensive SOP which
Standard Operating
helps guide the customer to growth and success. This will lead to
Procedures (SOP)
us collaborating in the documenting firm's technological
Development
environment, ensuring all relevant procedures and protocols are
up-to-date, and adhered to.
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MANAGED IT SERVICES RFP
Documentation
SECURITY
Ensuring all technology -related documentation is organized,
accessible, and in accordance with best practices.
Security Services Ensuring the firm's IT infrastructure meets or exceeds industry
standards for security. This includes continuous monitoring,
vulnerability assessments, data protection, and compliance with
applicable regulatory requirements.
vCIO Services Acting as a virtual Chief Information Officer (vCIO), providing
strategic IT insights and leadership. This includes analyzing
contracts, recommending cost -saving measures, and optimizing
technology spending.
Contract Review and Assisting the firm in analyzing and negotiating contracts with
Negotiation technology vendors to ensure the best value and most favorable
terms.
ACCOUNT MANAGEMENT
Check -ins The Account Manager will conduct regular meetings with the point
of contact to ensure customer satisfaction, address concerns, and
guide the organization on IT priorities.
Metrics Reporting The Account Manager will review performance metrics and provide
insights on system performance, uptime, ticket resolution times,
and other key IT metrics to ensure the organization's IT systems are
functioning optimally.
REMOTE MONITORING AND MANAGEMENT
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MANAGED IT SERVICES RFP
RMM Tools Datto Remote Monitoring and Management delivered through a
web based secure portal, features include:
•Device Inventory
•Full Hardware reporting
•CPU, RAM, Hard Drive
•Service Tag inventory
•Assigned User Identification
•Software Inventory
•Centralized Security Posture Analysis
•Windows Patching
•AV/EDR Health Status
•Ransomware Detection
•Device Control
•Secure Remote Access
•Administrative File Transfer
•Policy based administration
•Windows Updates
CYBERSECURITY & MONITORING (INCLUDED AT NO ADDITIONAL COST)
Anti -Virus With the ProCare Security Bundle, Syntech includes a robust set of
security products all deployed and fully managed via our 24/7/365
EDR Security Operations Center (SOC).
ITDR •Real time analysis
•Light weight agent for protection
•Connected to Global Threat Intelligence
•In Depth software analysis for vulnerabilities
•Device profiling and behavior analysis
•Security Operations Center
•Security Incident Alerting and remediation
•Cloud Services Monitoring
•Network Traffic Monitoring
•Enterprise data analysis
•Indicators of Compromise Alerting and remediation
•Managed Identity threat detection and response (ITDR) for EntraID
IT SYSTEMS MANAGEMENT
Auvik Enterprise network management portal. Syntech configures and
provides direct access to our network management tools.
Through Auvik the network is dynamically mapped and monitored.
•Network Device Inventory
•Realtime monitoring and alerting
•Performance charting
•Troubleshooting resources
•Configuration change control and backups
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MANAGED IT SERVICES RFP
ITGIue IT infrastructure documentation system. Through the ProCare
onboarding process we will populate the details of the organization
from an IT perspective. Glue provides a categorized view of all
things IT. From locations to Internet Providers, Software licenses to
Device Passwords, all things IT are securely documented in a highly
organized way that makes information retrieval a breeze. This
information can be exported into an indexed PDF for off line Long-
term storage.
CO -MANAGED IT SUPPORT
In a co -managed IT environment, your internal team collaborates seamlessly with our expert technicians. This
flexible partnership allows you to divide technical responsibilities based on your organization's unique needs.
• Shared Responsibilities: Your in-house team retains control over the areas you prefer to manage internally.
• Specialized Support: We step in to handle specific tasks, projects, or areas where you need additional
expertise or resources.
• Scalable Collaboration: Whether you need helpdesk support, infrastructure management, or strategic IT
planning, we are here to complement —not replace —your existing IT department.
Our goal is to empower your team with the tools, knowledge, and support they need to succeed, while ensuring your
IT operations run smoothly and efficiently.
ADDITIONAL SERVICES
In addition, Syntech has a specialized team to help create Innovative Solutions for your organization:
• Network Modernization: Evaluate and recommend tools (e.g., Microsoft Teams enhancements, Azure) to
support hybrid operations.
• Cloud Migration and Support
• Strategic planning and oversight
• Project management
• Procurement guidance
• Disaster Recovery
• Wireless Solutions
• Mobile Device Management
• Virtual Private Network (VPN)
• Virtual Desktop Infrastructure (VDI)
• Network Enhancements
CLIENT EXPERIENCE
Our management framework ensures seamless coordination and strategic alignment:
• Team Structure: A dedicated account manager will serve as your primary contact, supported by onsite
technicians (as needed), a help desk team, and a security specialist.
• Network Assessment: Our system Administrators will review your network and provide an assessment
along with recommendations to improve your overall network posture.
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MANAGED IT SERVICES RFP
• Communication: Weekly status reports during onboarding, monthly system health updates, and quarterly
strategy reviews with the Chief Administrative Officer.
• Strategic Planning: Post-onboarding, we'll facilitate a workshop to develop a 3- or 5-year technology
roadmap which will help align your network needs with your fiscal year budget.
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MANAGED IT SERVICES RFP
PROCARE RATES
Syntech's approach ensures the IT infrastructure supports uninterrupted services while proactively addressing
security and scalability. All helpdesk and support services are delivered by US -based technicians. Below is the
monthly recurring cost based on the approximate number of Users, Locations and Cloud Environment.
(150) Users and (1) Primary Location (7) other locations
1 Year Contract
*****One Time Onboarding & Setup Fee*****
Procare Cloud -150 users - $185.00 per user
Server-12 VM's- $100.00 per VM
$0.00
$27,750.00
$1,200.00
$512.00
15,000.00
$46,712.00
Network Monitoring $16.00 per device 32 device
On -Site Support Technicians (2)
Total Monthly Recurring Cost (MRC):
PROJECT RATES
Any projects, enhancements, or significant changes extending beyond the scope of the core Managed IT Services
outlined in this proposal will be quoted separately. Syntech Group will develop a clear and detailed Statement of
Work (SOW) and cost estimate for each additional project, subject to City of La Quinta review and approval. This
approach ensures full transparency regarding scope, deliverables, and pricing for any initiative beyond the standard
managed services agreement.
Note:
• On site Storage will be calculated during the onboarding phase.
• Project Pricing is based on Syntech's Office Hours which are: Monday - Friday from 7:OOam to 5:OOpm PST.
Labor outside of ProCare Support is billed at:
$195.00 Per Hour
New Devices:
Workstations or Laptops
Laptops with Docking Station/Monitors
Mobile Devices (MDM)*
$525 Flat Rate
$700 Flat Rate
Tbd-Depending on Platform
New Virtual Server* (Does not include Licensing Costs)
$2000.00 Flat Rate
New Physical Server*
$2000.00 Flat Rate
VoIP (Handsets/Lines) *
$10 Per Line
*Does not include additional 31d party vendor charges for their configuration. The hourly rate applies to any
additional work or hours.
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MANAGED IT SERVICES RFP
LONG TERM ASSURANCE
Syntech is continually looking for ways to provide dependable, cost-effective, quality products that will continue to
serve the needs of your company well in the future. We are committed to providing your company with a road map
that will incorporate these new technologies and long-term partnerships.
SPECIAL CONSIDERATIONS
Our ProCare support does cover all aspects as detailed in the Scope of work and the Service Requirements. There
are several critical areas that we feel exceed the requirements that would be of specific interest to the firm.
• Comprehensive and detailed documentation will be taken to identify the systems related to the
Operational Technology components including servers, applications, and any network devices. We will
work closely with the firm to determine any standards frameworks implemented. We would recommend
NIST 800-82. While full adherence may be out of reach, designing and improving toward compliance would
be an important aspect of our support.
• Cloud platforms such as Office365 are protected with our included Identity Threat Detection and Response
tools. We monitor and respond to improper logins, mailbox rules and a wide range of security related
activities.
• Mobile Device Support also described as Mobile Application Management (MAM). We can configure this to
deliver the services as requested. Extended functionality is available by using 3'd party management tools.
Syntech is experienced with, JAM and MAAS360. Further details would need to be discussed.
• Syntech is insured with Farmers Insurance. General Liability insurance coverage is 2 million for each
occurrence and 4 million for general aggregate.
• Guard Insurance provides us Professional liability insurance, and the coverage is 1 million for each
occurrence.
• Proof of insurance is available on request.
EVIDENCE OF CALIFORNIA LICENSING
Syntech Group, Inc. is fully licensed and registered to provide IT services in the State of California.
Documentation verifying business licensing is included as an attachment.
SUBCONTRACTORS
Syntech Group, Inc. maintains a highly skilled in-house team to deliver all core Managed IT Services. However, we
may engage specialized subcontractors for cabling infrastructure. If subcontractors are used, we will ensure they
meet California licensing and regulatory standards and maintain the same level of quality and security compliance.
Potential subcontracted functions include:
• Low -voltage cabling installation
• Microsoft Azure and Amazon AWS, and 3'd Party Hosted Facilities, as necessary.
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MANAGED IT SERVICES RFP
The undersigned hereby submits its proposal and, by doing so, agrees to provide services to City of La Quinta in
accordance with this proposal, and to be bound by the terms and conditions outlined herein.
Prepared by:
Syntech Group
Katherine Wetherbee
9300 Santa Anita Ave,
Rancho Cucamonga, CA 91730
909-767-0819
kwetherbee(a)syntechgroup com
Katherine Wetherbee
President of Business Development
Prepared for:
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MANAGED IT SERVICES RFP
Exhibit A
Master Services Agreement
Services Attachment for Managed Services
Schedule of Services
Data Processing Agreement
Service Level Objectives
Schedule of Third -Party Services
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MANAGED IT SERVICES RFP
Exhibit B
Schedule of Compensation
For the avoidance of doubt, the compensation thresholds on this Exhibit B do not include
compensation for Additional Services (if any) authorized pursuant to Section 1.7 and
compensated pursuant to Section 2.3 of this Agreement.
Contract Sum
Compensation for Services shall not exceed the following Contract Sum for the
entire life of this Agreement, including the Initial and Extended terms: Six -Hundred Forty -
One Thousand Dollars ($641,000), to be paid for duly authorized Services performed
consistent with the terms and conditions of this Agreement.
The Contract Sum shall be paid to Contracting Party in installment payments made
on a monthly basis and in an amount identified in Contracting Party's schedule of
compensation attached hereto for the work tasks performed and properly invoiced by
Contracting Party in conformance with Section 2.2 of this Agreement.
MANAGED IT SERVICES
Fiscal Year FY
Cost
FY 2025/26 - June 2026
$
46,712
FY 2026/27
$
560,544
Contingency (equipment, software, etc.)
$
33,744
Total
$
641,000
Exhibit B
Page 1 of 1
Exhibit C
Schedule of Performance
Contracting Party shall complete all services identified in the Scope of Services,
Exhibit A of this Agreement, in accordance with the Project Schedule, attached hereto
and incorporated herein by this reference.
Exhibit C
Page 1 of 1
Exhibit D
Special Requirements
[None]
Exhibit D
Page 1 of 1
Exhibit E
Insurance Requirements
E.1 Insurance. Prior to the beginning of and throughout the duration of this
Agreement, the following policies checked below shall be maintained and kept in full force
and effect providing insurance with minimum limits as indicated below and issued by
insurers with A.M. Best ratings of no less than A -VI:
Commercial General Liability (at least as broad as ISO CG 0001):
® $1,000,000 per occurrence/$2,000,000 aggregate OR
❑ $2,000,000 per occurrence/$4,000,000 aggregate
Must include the following endorsements:
General Liability Additional Insured
General Liability Primary and Non-contributory
Commercial Automobile Liability (at least as broad as ISO CA 0001):
® $1,000,000 combined single limit for bodily injury and property damage
® Auto Liability Additional Insured
Workers' Compensation (per statutory requirements):
® Statutory Limits / Employer's Liability $1,000,000 per accident or disease OR
Must include the following endorsements:
Workers' Compensation Endorsement with Waiver of Subrogation
❑ Workers' Compensation Declaration of Sole Proprietor
❑ California Workers' Compensation Requirements Acknowledgement
Professional Liability (Errors and Omissions):
❑ Errors and Omissions liability insurance with a limit of not less than $1,000,000
per claim
Cyber Liability
® $1,000,000 per occurrence/$2,000,000 aggregate
Contracting Party shall procure and maintain, at its cost, and submit concurrently
with its execution of this Agreement, Commercial General Liability insurance against all
claims for injuries against persons or damages to property resulting from Contracting
Party's acts or omissions rising out of or related to Contracting Party's performance under
this Agreement. The insurance policy shall contain a severability of interest clause
providing that the coverage shall be primary for losses arising out of Contracting Party's
Exhibit E
Page 1 of 6
performance hereunder and neither City nor its insurers shall be required to contribute to
any such loss. An endorsement evidencing the foregoing and naming the City and its
officers and employees as additional insured (on the Commercial General Liability policy
only) must be submitted concurrently with the execution of this Agreement and approved
by City prior to commencement of the services hereunder.
Contracting Party shall carry automobile liability insurance of $1,000,000 per
accident against all claims for injuries against persons or damages to property arising out
of the use of any automobile by Contracting Party, its officers, any person directly or
indirectly employed by Contracting Party, any subcontractor or agent, or anyone for
whose acts any of them may be liable, arising directly or indirectly out of or related to
Contracting Party's performance under this Agreement. If Contracting Party or
Contracting Party's employees will use personal autos in any way on this project,
Contracting Party shall provide evidence of personal auto liability coverage for each such
person. The term "automobile" includes, but is not limited to, a land motor vehicle, trailer
or semi -trailer designed for travel on public roads. The automobile insurance policy shall
contain a severability of interest clause providing that coverage shall be primary for losses
arising out of Contracting Party's performance hereunder and neither City nor its insurers
shall be required to contribute to such loss.
Contracting Party shall carry Workers' Compensation Insurance in
accordance with State Worker's Compensation laws with employer's liability limits no less
than $1,000,000 per accident or disease.
Professional Liability or Errors and Omissions Insurance as appropriate shall
be written on a policy form coverage specifically designed to protect against acts, errors
or omissions of the Contracting Party and "Covered Professional Services" as designated
in the policy must specifically include work performed under this agreement. The policy
limit shall be no less than $1,000,000 per claim and in the aggregate. The policy must
"pay on behalf of the insured and must include a provision establishing the insurer's duty
to defend. The policy retroactive date shall be on or before the effective date of this
agreement.
Contracting Party shall procure and maintain Cyber Liability insurance with
limits of $1,000,000 per occurrence/loss which shall include the following coverage:
a. Liability arising from the theft, dissemination and/or use of confidential or
personally identifiable information; including credit monitoring and
regulatory fines arising from such theft, dissemination or use of the
confidential information.
b. Network security liability arising from the unauthorized use of, access to,
or tampering with computer systems.
c. Liability arising from the failure of technology products (software) required
under the contract for Consultant to properly perform the services
intended.
Exhibit E
Page 2 of 6
d. Electronic Media Liability arising from personal injury, plagiarism or
misappropriation of ideas, domain name infringement or improper deep -
linking or framing, and infringement or violation of intellectual property
rights.
e. Liability arising from the failure to render professional services.
If coverage is maintained on a claims -made basis, Contracting Party shall maintain such
coverage for an additional period of three (3) years following termination of the contract.
Contracting Party shall provide written notice to City within ten (10) working
days if: (1) any of the required insurance policies is terminated; (2) the limits of any of the
required polices are reduced; or (3) the deductible or self -insured retention is increased.
In the event any of said policies of insurance are cancelled, Contracting Party shall, prior
to the cancellation date, submit new evidence of insurance in conformance with this
Exhibit to the Contract Officer. The procuring of such insurance or the delivery of policies
or certificates evidencing the same shall not be construed as a limitation of Contracting
Party's obligation to indemnify City, its officers, employees, contractors, subcontractors,
or agents.
E.2 Remedies. In addition to any other remedies City may have if Contracting
Party fails to provide or maintain any insurance policies or policy endorsements to the
extent and within the time herein required, City may, at its sole option:
a. Obtain such insurance and deduct and retain the amount of the
premiums for such insurance from any sums due under this Agreement.
b. Order Contracting Party to stop work under this Agreement and/or
withhold any payment(s) which become due to Contracting Party hereunder until
Contracting Party demonstrates compliance with the requirements hereof.
C. Terminate this Agreement.
Exercise any of the above remedies, however, is an alternative to any other
remedies City may have. The above remedies are not the exclusive remedies for
Contracting Party's failure to maintain or secure appropriate policies or endorsements.
Nothing herein contained shall be construed as limiting in any way the extent to which
Contracting Party may be held responsible for payments of damages to persons or
property resulting from Contracting Party's or its subcontractors' performance of work
under this Agreement.
E.3 General Conditions Pertaining to Provisions of Insurance Coverage by
Contracting Party. Contracting Party and City agree to the following with respect to
insurance provided by Contracting Party:
1. Contracting Party agrees to have its insurer endorse the third party general
liability coverage required herein to include as additional insureds City, its officials,
Exhibit E
Page 3 of 6
employees, and agents, using standard ISO endorsement No. CG 2010 with an edition
prior to 1992. Contracting Party also agrees to require all contractors, and subcontractors
to do likewise.
2. No liability insurance coverage provided to comply with this Agreement shall
prohibit Contracting Party, or Contracting Party's employees, or agents, from waiving the
right of subrogation prior to a loss. Contracting Party agrees to waive subrogation rights
against City regardless of the applicability of any insurance proceeds, and to require all
contractors and subcontractors to do likewise.
3. All insurance coverage and limits provided by Contracting Party and
available or applicable to this Agreement are intended to apply to the full extent of the
policies. Nothing contained in this Agreement or any other agreement relating to City or
its operations limits the application of such insurance coverage.
4. None of the coverages required herein will be in compliance with these
requirements if they include any limiting endorsement of any kind that has not been first
submitted to City and approved of in writing.
5. No liability policy shall contain any provision or definition that would serve
to eliminate so-called "third party action over" claims, including any exclusion for bodily
injury to an employee of the insured or of any contractor or subcontractor.
6. All coverage types and limits required are subject to approval, modification
and additional requirements by the City, as the need arises. Contracting Party shall not
make any reductions in scope of coverage (e.g. elimination of contractual liability or
reduction of discovery period) that may affect City's protection without City's prior written
consent.
7. Proof of compliance with these insurance requirements, consisting of
certificates of insurance evidencing all the coverages required and an additional insured
endorsement to Contracting Party's general liability policy, shall be delivered to City at or
prior to the execution of this Agreement. In the event such proof of any insurance is not
delivered as required, or in the event such insurance is canceled at any time and no
replacement coverage is provided, City has the right, but not the duty, to obtain any
insurance it deems necessary to protect its interests under this or any other agreement
and to pay the premium. Any premium so paid by City shall be charged to and promptly
paid by Contracting Party or deducted from sums due Contracting Party, at City option.
8. It is acknowledged by the parties of this agreement that all insurance
coverage required to be provided by Contracting Party or any subcontractor, is intended
to apply first and on a primary, non-contributing basis in relation to any other insurance
or self-insurance available to City.
9. Contracting Party agrees to ensure that subcontractors, and any other party
involved with the project that is brought onto or involved in the project by Contracting
Party, provide the same minimum insurance coverage required of Contracting Party.
Contracting Party agrees to monitor and review all such coverage and assumes all
Exhibit E
Page 4 of 6
responsibility for ensuring that such coverage is provided in conformity with the
requirements of this section. Contracting Party agrees that upon request, all agreements
with subcontractors and others engaged in the project will be submitted to City for review.
10. Contracting Party agrees not to self -insure or to use any self -insured
retentions or deductibles on any portion of the insurance required herein (with the
exception of professional liability coverage, if required) and further agrees that it will not
allow any contractor, subcontractor, Architect, Engineer or other entity or person in any
way involved in the performance of work on the project contemplated by this agreement
to self -insure its obligations to City. If Contracting Party's existing coverage includes a
deductible or self -insured retention, the deductible or self -insured retention must be
declared to the City. At that time the City shall review options with the Contracting Party,
which may include reduction or elimination of the deductible or self -insured retention,
substitution of other coverage, or other solutions.
11. The City reserves the right at any time during the term of this Agreement to
change the amounts and types of insurance required by giving the Contracting Party
ninety (90) days advance written notice of such change. If such change results in
substantial additional cost to the Contracting Party, the City will negotiate additional
compensation proportional to the increased benefit to City.
12. For purposes of applying insurance coverage only, this Agreement will be
deemed to have been executed immediately upon any party hereto taking any steps that
can be deemed to be in furtherance of or towards performance of this Agreement.
13. Contracting Party acknowledges and agrees that any actual or alleged
failure on the part of City to inform Contracting Party of non-compliance with any
insurance requirement in no way imposes any additional obligations on City nor does it
waive any rights hereunder in this or any other regard.
14. Contracting Party will renew the required coverage annually as long as City,
or its employees or agents face an exposure from operations of any type pursuant to this
agreement. This obligation applies whether the agreement is canceled or terminated for
any reason. Termination of this obligation is not effective until City executes a written
statement to that effect.
15. Contracting Party shall provide proof that policies of insurance required
herein expiring during the term of this Agreement have been renewed or replaced with
other policies providing at least the same coverage. Proof that such coverage has been
ordered shall be submitted prior to expiration. A coverage binder or letter from
Contracting Party's insurance agent to this effect is acceptable. A certificate of insurance
and an additional insured endorsement is required in these specifications applicable to
the renewing or new coverage must be provided to City within five (5) days of the
expiration of coverages.
16. The provisions of any workers' compensation or similar act will not limit the
obligations of Contracting Party under this agreement. Contracting Party expressly
Exhibit E
Page 5 of 6
agrees not to use any statutory immunity defenses under such laws with respect to City,
its employees, officials, and agents.
17. Requirements of specific coverage features, or limits contained in this
section are not intended as limitations on coverage, limits or other requirements nor as a
waiver of any coverage normally provided by any given policy. Specific reference to a
given coverage feature is for purposes of clarification only as it pertains to a given issue
and is not intended by any party or insured to be limiting or all-inclusive.
18. These insurance requirements are intended to be separate and distinct from
any other provision in this Agreement and are intended by the parties here to be
interpreted as such.
19. The requirements in this Exhibit supersede all other sections and provisions
of this Agreement to the extent that any other section or provision conflicts with or impairs
the provisions of this Exhibit.
20. Contracting Party agrees to be responsible for ensuring that no contract
used by any party involved in any way with the project reserves the right to charge City
or Contracting Party for the cost of additional insurance coverage required by this
agreement. Any such provisions are to be deleted with reference to City. It is not the
intent of City to reimburse any third party for the cost of complying with these
requirements. There shall be no recourse against City for payment of premiums or other
amounts with respect thereto.
21. Contracting Party agrees to provide immediate notice to City of any claim
or loss against Contracting Party arising out of the work performed under this agreement.
City assumes no obligation or liability by such notice, but has the right (but not the duty)
to monitor the handling of any such claim or claims if they are likely to involve City.
Exhibit E
Page 6 of 6
Exhibit F
Indemnification
F.1 Indemnity for the Benefit of City.
a. Indemnification for Professional Liability. When the law establishes a
professional standard of care for Contracting Party's Services, to the fullest extent
permitted by law, Contracting Party shall indemnify, protect, defend (with counsel
selected by City), and hold harmless City and any and all of its officials, employees, and
agents ("Indemnified Parties") from and against any and all claims, losses, liabilities of
every kind, nature, and description, damages, injury (including, without limitation, injury
to or death of an employee of Contracting Party or of any subcontractor), costs and
expenses of any kind, whether actual, alleged or threatened, including, without limitation,
incidental and consequential damages, court costs, attorneys' fees, litigation expenses,
and fees of expert consultants or expert witnesses incurred in connection therewith and
costs of investigation, to the extent same are caused in whole or in part by any negligent
or wrongful act, error or omission of Contracting Party, its officers, agents, employees or
subcontractors (or any entity or individual that Contracting Party shall bear the legal
liability thereof) in the performance of professional services under this agreement. With
respect to the design of public improvements, the Contracting Party shall not be liable for
any injuries or property damage resulting from the reuse of the design at a location other
than that specified in Exhibit A without the written consent of the Contracting Party.
b. Indemnification for Other Than Professional Liability. Other than in the
performance of professional services and to the full extent permitted by law, Contracting
Party shall indemnify, defend (with counsel selected by City), and hold harmless the
Indemnified Parties from and against any liability (including liability for claims, suits,
actions, arbitration proceedings, administrative proceedings, regulatory proceedings,
losses, expenses or costs of any kind, whether actual, alleged or threatened, including,
without limitation, incidental and consequential damages, court costs, attorneys' fees,
litigation expenses, and fees of expert consultants or expert witnesses) incurred in
connection therewith and costs of investigation, where the same arise out of, are a
consequence of, or are in any way attributable to, in whole or in part, the performance of
this Agreement by Contracting Party or by any individual or entity for which Contracting
Party is legally liable, including but not limited to officers, agents, employees, or
subcontractors of Contracting Party.
C. Indemnity Provisions for Contracts Related to Construction (Limitation on
Indemnity). Without affecting the rights of City under any provision of this agreement,
Contracting Party shall not be required to indemnify and hold harmless City for liability
attributable to the active negligence of City, provided such active negligence is
determined by agreement between the parties or by the findings of a court of competent
jurisdiction. In instances where City is shown to have been actively negligent and where
City's active negligence accounts for only a percentage of the liability involved, the
obligation of Contracting Party will be for that entire portion or percentage of liability not
attributable to the active negligence of City.
Exhibit F
Page 1 of 2
d. Indemnification Provision for Desian Professionals.
1. Applicability of this Section F.1(d). Notwithstanding Section F.1(a)
hereinabove, the following indemnification provision shall apply to a Contracting Party
who constitutes a "design professional" as the term is defined in paragraph 3 below.
2. Scope of Indemnification. When the law establishes a professional
standard of care for Contracting Party's Services, to the fullest extent permitted by law,
Contracting Party shall indemnify and hold harmless City and any and all of its officials,
employees, and agents ("Indemnified Parties") from and against any and all losses,
liabilities of every kind, nature, and description, damages, injury (including, without
limitation, injury to or death of an employee of Contracting Party or of any subcontractor),
costs and expenses, including, without limitation, incidental and consequential damages,
court costs, reimbursement of attorneys' fees, litigation expenses, and fees of expert
consultants or expert witnesses incurred in connection therewith and costs of
investigation, to the extent same are caused by any negligent or wrongful act, error or
omission of Contracting Party, its officers, agents, employees or subcontractors (or any
entity or individual that Contracting Party shall bear the legal liability thereof) in the
performance of professional services under this agreement. With respect to the design
of public improvements, the Contracting Party shall not be liable for any injuries or
property damage resulting from the reuse of the design at a location other than that
specified in Exhibit A without the written consent of the Contracting Party.
3. Design Professional Defined. As used in this Section F.1(d), the
term "design professional" shall be limited to licensed architects, registered professional
engineers, licensed professional land surveyors and landscape architects, all as defined
under current law, and as may be amended from time to time by Civil Code § 2782.8.
F.2 Obligation to Secure Indemnification Provisions. Contracting Party agrees
to obtain executed indemnity agreements with provisions identical to those set forth
herein this Exhibit F, as applicable to the Contracting Party, from each and every
subcontractor or any other person or entity involved by, for, with or on behalf of
Contracting Party in the performance of this Agreement. In the event Contracting Party
fails to obtain such indemnity obligations from others as required herein, Contracting
Party agrees to be fully responsible according to the terms of this Exhibit. Failure of City
to monitor compliance with these requirements imposes no additional obligations on City
and will in no way act as a waiver of any rights hereunder. This obligation to indemnify
and defend City as set forth in this Agreement are binding on the successors, assigns or
heirs of Contracting Party and shall survive the termination of this Agreement.
Exhibit F
Page 2 of 2
BUSINESS SESSION ITEM NO. 5
City of La Quinta
CITY COUNCIL MEETIN( June 2, 2026
STAFF REPORT
AGENDA TITLE: APPROVE AGREEMENT FOR CONTRACT SERVICES WITH
SYNTECH GROUP, INC FOR MANAGED INFORMATION TECHNOLOGY SERVICES
RECOMMENDATION
Approve an Agreement for Contract Services with Syntech Group, Inc. for Managed
Information Technology Services; and authorize the City Manager to execute the
agreement.
EXECUTIVE SUMMARY
• In February 2024, the City entered into a 5-year Agreement for Contract Services with
Visual Edge IT, now VEIT, LLC (VEIT), for Managed Information Technology (IT)
Services, following the competitive Request for Proposals (RFP) procurement
process.
• On May 29, 2026, the City served VEIT with a 30-day agreement termination notice
due to a combination of organizational changes within VEIT and service delivery
concerns; the agreement will terminate on June 29, 2026.
• Proposed is a one-year Agreement for Contract Services with Syntech Group, Inc.
(Syntech) for IT Services, effective June 1, 2026, through Select Source procurement,
based on the City's urgent operational need and Syntech's demonstrated
qualifications and capacity for immediate onboarding, to provide for overlapping of
services and ensure a seamless and uninterrupted transition.
FISCAL IMPACT
If approved, total costs under the proposed agreement are $641,000, from June 1, 2026,
to June 30, 2027. Funds are available in fiscal year (FY) 2025-26 and will be budgeted
pursuant to the agreement for FY 2026-27 in Account No. 502-0000-60104 (Consultants).
MANAGED IT SERVICES
Fiscal Year FY
Cost
FY 2025/26 - June 2026
$
46,712
FY 2026/27
$
560,544
Contingency (equipment, software, etc.)
$
33,744
Total
$
641,000
247
BACKGROUND/ANALYSIS
Termination of Agreement with VEIT, LLC
In February 2024, the City published an RFP for IT Services, received (13) responses, and
Visual Edge IT, now VEIT, was selected as the most qualified and cost -competitive firm.
On May 7, 2024, Council approved a 5-year agreement with VEIT for IT services (July 1,
2024 — June 30, 2029) for a total not -to -exceed amount of $2,310,000. In early 2026, Visual
Edge IT underwent an internal corporate restructuring and rebranded as VEIT. VEIT's
organizational changes coupled with service delivery concerns, including issues related to
long-range IT planning, infrastructure upkeep, and inconsistencies in consultant staffing
assignments, resulted in the City's decision to terminate the agreement. In accordance with
Section 8.7 of the agreement, the City Manager issued a 30-day written Notice of
Termination on May 29, 2026, included as Attachment 2; the agreement will terminate on
June 29, 2026.
Selection of Syntech Group, Inc. via Select Source Procurement
As the 30-day termination period does not permit the time required to conduct a competitive
RFP procurement process, the City's Purchasing and Contracting Policy provides for
Select Source procurement as an option for urgent operational needs. Staff conducted
independent market research and identified Syntech as a suitable provider based on
demonstrated qualifications and capacity for immediate onboarding. Syntech is a veteran -
owned small business, headquartered in Rancho Cucamonga, California, with a Southern
California -based helpdesk team, offering the City local accessibility and responsiveness.
Syntech's qualifications include:
• 17+ years of experience serving government agencies and municipalities
• 28 employees including 20 engineers
• Veteran -owned, Southern California -based firm with local helpdesk support
• US -based and CJIS-qualified technicians
• 24/7 Network Operations Center (NOC) monitoring
• Critical services including cybersecurity, disaster recovery, Visual Chief Information
Officer (vCIO) strategic planning, and a structured 90-day onboarding plan with
confirmed capacity to fully assume the contract within 30 days of full execution.
Cost Comparison
Cost Element
VEIT, LLC Current
Syntech Proposed
Monthly Recurring
—$42,000
$46,712
Cost
Annual Cost
—$504,000
$560,544
Onboarding Fee
$49,178 (paid FY
$0
2024/25
Contract Term
5 years FY 2024-2029
June 3, 2026 — June 30, 2027
Net Monthly Increase
—
+$4,712 +-11.2%
248
The cost increase of approximately $4,712 per month is a necessary expenditure to ensure
continuity of critical municipal IT Services. The absence of an onboarding fee offsets the
higher monthly recurring rate, rendering the proposed rate as reasonable given the scope
of services, Syntech's public sector specialization, and the urgency of the engagement.
The proposed agreement is from June 1, 2026, to June 30, 2027. Staff will issue an RFP
for IT services in January 2027, allowing sufficient time to complete the competitive
selection process and recommend a qualified firm for Council's consideration for a long-
term engagement, prior to the expiration of the Syntech agreement.
f.L-TERNATIVES
Staff does not recommend an alternative based on the City's urgent operational need for
IT services.
Prepared by: Doug Kinley, Senior Management Analyst
Approved by: Gilbert Villalpando, Director of Business Unit and Housing Development
Attachments: 1. Agreement for Contract Services with Syntech
2. Termination Letter for VEIT, LLC
249
taQa�trcv SELECT/SOLE SOURCE JUSTIFICATION
CALIFORNIA
Select/Sole Source purchases may be made in a non-competitive manner only when in the best
interest of the City and when the price is considered reasonable. Attach this form and other
supporting documents if available, to the purchase Requisition.
Complete responses must be provided for all of the following items.
A. THE PURCHASE REQUEST IS RESTRICTED TO ONE VENDOR FOR THE REASONS STATED BELOW:
1. Why is the purchase of goods or services restricted to this vendor?
Explain why the purchase cannot be competitively bid.
Examples of Single/Sole Source procurements include, but are not limited to:
• Compatibility: The commodity or service matches existing brand of equipment for
compatibility.
• Replacement Part: The item is a replacement part for a specific brand of existing
equipment.
• Emergency: URGENT NEED for the item or service does not permit soliciting competitive
bids.
The City's Agreement with VEIT, LLC is being terminated effective July 2, 2026, pursuant to
Emergency: Section 8.7, creating an urgent service continuity gap for approximately 150
users across eight City facilities. The 30-day termination window does not permit a formal
RFP process, which requires a minimum of 6-8 weeks under the City's Purchasing and
Contracting Policy. Immediate engagement is necessary to maintain uninterrupted IT
operations. This procurement qualifies under the "Urgent Need" basis for Select Source o
2. What market research was conducted to substantiate no competition, including evaluation of
other items considered?
Provide a narrative of your efforts to identify other similar goods/services, including a summary
of how the department concluded that such alternatives are either inappropriate or unavailable.
The names and addresses of suppliers contacted and the reasons for not considering them must
be included OR an explanation of why the survey or effort to identify other goods/services was
not performed.
Staff identified and evaluated managed IT service providers in the Southern California
region with demonstrated municipal experience, qualified staff, 24/7 NOC and helpdesk
capability, and capacity to onboard within 30 days. Other providers reviewed were unable
to meet one or more of these criteria within the required timeframe. Staff verified
Syntech's qualifications, reviewed client references including the City of Perris and
Northwest Mosquito & Vector Control District, and confirmed immediate onboarding o
B. PRICE ANALYSIS:
3. How was the price offered determined to be fair and reasonable?
Explain what the basis was for comparison. For example, if the item/service has been purchased
in the past, compare historical pricing.
Syntech's proposed rate of $46,712/month ($560,544/year) is approximately 11.2% above
the City's current VEIT, LLC rate of—$42,000/month (—$504,000/year). The rate is
considered fair and reasonable given: comparable scope covering 150 users across eight
locations; no onboarding fee (compared to $49,178 charged under the prior agreement);
inclusion of vCIO services; qualified staffing; and the urgency of the engagement requiringp
Doug Kinley III, Senior Management Analyst ,
Prepared By Approved By Jon McMillen, City Manager
Sole or Select Source: Defined as any contrail entered into without a competitive prow,r �asedontification that only one known source exists or that only one
single supplier can fulfill the requirements. The requesting department is responsible for supplying written justification, approved by the department director or
designee with signing authority for these purchases.
S:\400 FINANCIAL& FISCAL\FINANCE FORMS