For City Council Meeting [September 10, 2019]
TO: Honorable Mayor and City Council
FROM: Rod Foster, City Administrator
FROM: Jessica Brown, Finance Director
Title
Request City Council to Approve Purchase Orders with Dell EMC in the total amount of $302,060.58 plus tax for the purchase of 31 replacement switches citywide, licenses, and deployment support services.
(ACTION)
Body
BACKGROUND
As a result of continuous connectivity and stability concerns with the City’s Exchange Server and Outlook databases, the City’s Information Technology Services Division (ITSD) retained an Information Technology (IT) Consultant in July 2019 to assist ITSD in resolving these issues and stabilizing the system. Additionally, as part of the City Administrator’s efforts to provide comprehensive assessments of City Departments, the IT Consultant is in the process of conducting an assessment of the City’s IT infrastructure which may include networks, servers, personal desktop/laptop computers, equipment inside/outside cable plant, and other communications infrastructure.
ANALYSIS/DISCUSSION
Over the last several weeks, the IT Consultant has worked with ITSD staff to accomplish multiple tasks and improvements within the City’s IT environment including:
• Stabilizing and restoring email services within the City;
• Oversight of the Office 365 implementation project;
• Replacement and upgrade of the City’s email spam filter, backup and archiving system;
• Replacement and upgrade of network switches allowing for increased access;
• Increasing City internet bandwidth;
• Restoration and reconfiguration of VPN access for users also enabling faster access;
On August 13, 2019, the City Council approved the replacement of 14 servers as identified by the IT Consultant as a critical area needing immediate attention as the servers had exceeded their useful life. The City uses over 150 different software applications or modules throughout all departments and these applications are all housed on the City servers. As identified in the preliminary stages of the IT assessment, City’s IT infrastructure includes many older servers, switches and other computer equipment that may cause hardware failure, data corruption, and/or loss of data. The next phase of the assessment identified the required replacement of switches citywide.
The City’s current infrastructure consists of Dell hardware and the IT Consultant is recommending the replacement of the 31 switches with new Dell PowerSwitch switches in the amount of $254,854.83. The replacement of these switches is necessary as they have exceeded their useful life and are required for the City’s anticipated voice over internet protocol (VoIP) telephone system which is currently out to bid as well as to connect City users to the new servers. In addition to the switches, included in this request are the required licenses ($10,248.60 plus tax) for the servers and onsite Dell deployment support services ($36,957.15) for the actual infrastructure upgrade which is scheduled for October.
Dell infrastructure hardware does not limit the City to solely Dell products. The use of Dell hardware is also consistent with both the City Police and Fire Departments. All quotes and pricing of required equipment and upgrades were received from Dell under the National Association of State Procurement Officials “NASPO” Value Point Cooperative Program (formerly WSCA-NASPO) contract #B27160.
ENVIRONMENTAL IMPACT
The request is not a Project as defined by Section 15378 of the California Environmental Quality Act (CEQA). A “Project” means the whole of an action, which has a potential for resulting in either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment. Pursuant to Section 15378 (b)(5) a project does not include organizational or administrative activities of governments that will not result in direct or indirect physical changes in the environment.
GENERAL PLAN CONSISTENCY
This action is consistent with Guiding Principle 3A in the General Plan:
Our City government will lead by example, and will operate in an open, transparent, and responsive manner that meets the needs of the citizens and is a good place to do business.
LEGAL REVIEW
The City Attorney has reviewed and supports this staff report.
FINANCIAL IMPACT
Operating Budget Impact
There is no impact to the operating budget with the approval of this item.
Capital Improvement Budget Impact
The cost associated with the approval of this item is $302,060.58 plus tax and budget appropriation is available in the 2019-20 IT Capital Budget 780-500-2152-3030 in the amount of $265,103.43 and the City Administrator’s 2019-20 Contract Services Budget 010-500-1148-2001 in the amount of $36,957.15.
Licensing
Prior to execution of the Professional Service Agreement/Purchase Order/Construction Contract, the vendor shall submit a business license application and pay a Business License tax at the rate of __________, as well as Administration and State fees.
RECOMMENDATION
Staff recommends that the City Council approve purchase orders with Dell EMC in the total amount of $302,060.58 plus tax for the purchase of 37 replacement switches citywide, licenses, and deployment support services.