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CC - Authorization to Purchase Networking Equipment and Cisco SmartNet Maintenance Through SIGMAnet in an Amount Not-to-Exceed $39,567.08.
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Contact Person/Dept: David Leuck/IT
Phone Number: (310) 253-5950
Fiscal Impact: Yes [x] No [] General Fund: Yes [x] No []
Public Hearing: [] Action Item: [x] Attachments: Yes [] No [x]
Commission Action Required: Yes [] No [x] Date:
Commission Name: N/A
Public Notification: (E-Mail) Meetings and Agendas - City Council (11/05/15); SIGMAnet - Jennifer Blanco (10/29/15)
Department Approval: Michele Williams, Chief Information Officer (10/30/15)
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RECOMMENDATION
Staff recommends the City Council authorize the purchase of networking equipment (Cisco 4510 Concentrator) and related maintenance services from SIGMAnet in an amount not-to-exceed $39,567.08.
BACKGROUND
Connections by individual PCs to resources is accomplished through a network. The devices in the network function to move information, to connect to resources at City Hall, and to other City buildings including the Police Department. Connections to the internet and separate, dedicated connections allow Police staff to reach secure information sources provided by the State and Federal governments, as well as public information such as legal research, social media, and Cloud based services.
The Police Department’s main network core is a Cisco 4506 concentrator (4506 Concentrator). This unit has been in service since 2002, first at City Hall and then relocated to the Police Department during the Citywide Network Refresh project of 2010/2011. Components of the 4506 Concentrator were upgraded in 2010/2011 to integrate it with the City’s overall new network and extend its useful life. Cisco is discontinuing maintenance and support on the 4506 Concentrator during Fiscal Year 2015/2016. The 4506 Concentrator is a critical piece of technology touching computers, servers, non-911 telephones, record keeping, internet, e-mail, printing, and many other functions within the Police Department. The City has received approximately 13 years of service from the unit, and it now has to be replaced.
DISCUSSION
The computer network is the backbone of electronic operations at the Police Department. Without it many functions become unavailable. The network is made up of many components with the concentrator being the center piece that everything talks to.
Presently the City’s maintenance contract covers the Cisco 4506 Concentrator on a 24x7x365 basis with four hour response. This unit is considered Mission Critical. The proposed purchase of a new Cisco 4510 Concentrator (4510 Concentrator) and related devices in the Police Department’s Computer Room will also have to be covered as mission critical components 24x7x365 with 4 hour response.
All the components of the Police Department and City’s networks are made by Cisco and are connected. As a result, the Information Technology Department (IT) has determined that remaining with Cisco is the most technologically effective solution. In examining the choices of replacement models, IT determined that the Police Department’s computing environment is likely to grow. The 4506 Concentrator had six slots for networking options. All of the slots are currently in use. Upon purchase of the 4510 Concentrator, the Police Department will have an additional four slots for special cards for future expansion. The unit will also have redundant controllers to protect against circuit board failures and will be provisioned with redundant power supplies like the old unit.
The 4506 Concentrator and the 4510 Concentrator are both in the 45xx series. One of the benefits of purchasing a unit in the same series is that some of the existing removable components can be reused in the new unit. These components are not end of life and can be covered by maintenance for at least two more years. There will be a savings of $15,108.80 by reusing these components.
Pursuant to Culver City Municipal Code Section 3.07.045.B, this purchase is exempt from the formal bidding requirements as the equipment is a component for equipment or a system of equipment previously acquired by the City, and is necessary to repair, maintain or improve the City’s utilization of the equipment. While formal bidding was not required, staff did obtain the following competitive quotations:
|
Nexusis |
$43,351.18 |
|
CDWG |
$40,220.82 |
|
Vology |
$42,152.98 |
|
AT&T |
$42,767.03 |
|
SIGMAnet |
$38,185.32 |
After the quotes were received, IT determined that there was a set of fiber modules required to complete the configuration. SIGMAnet quoted them at $1,381.76. Even with the extra items that were not in the original quotation, SIGMAnet remained below the nearest competitor.
FISCAL ANALYSIS
Sufficient funds have been budgeted in the City Council Adopted Budget for Fiscal Year 2015/2016 (Computer Replacement account 30724100.732150) to cover this replacement.
ATTACHMENTS
None
RECOMMENDED MOTIONS
That the City Council:
1. Authorize the purchase of a Cisco 4510 Concentrator and related network hardware and maintenance for $39,567.08; and,
2. Authorize the City Attorney to review/prepare the necessary documents; and,
3. Authorize the City Manager to execute such documents on behalf of the City.