Title
MOTION TO RATIFY CITY MANAGER APPROVAL OF CHANGE ORDER NUMBERS 1 THROUGH 3 TO THE PURCHASE ORDER WITH PRESIDIO NETWORK SOLUTIONS, INC., FOR A STATE OF THE ART NETWORK, SERVER SYSTEMS, DATA STORAGE HARDWARE, AND VOICE OVER INTERNET PHONE (VOIP) SYSTEM FOR THE TECHNOLOGY MODERNIZATION PROJECT, TO ADD ADDITIONAL FIBER OPTIC CABLING, UPGRADE OF RMA MODELS AND ADDITIONAL CISCO WIRELESS ACCESS POINTS, KVM (KEYBOARD, VIDEO AND MOUSE) SWITCH FOR DATA CENTER, THE ADDITION OF A DISTRIBUTION PANEL MODULE, AND ADDITIONAL FIBER OPTIC MODULES, IN THE AMOUNT OF $130,730.45.
Summary Explanation and Background
SUMMARY EXPLANATION AND BACKGROUND:
1. On December 14, 2016, the City Commission approved the purchase of a state of the art network, server systems, data storage hardware, and voice over internet phone (VOIP) System for the technology modernization project, from Presidio Network Solutions, Inc., in the amount of $4,006,914.58.
2. During the course of work, it was determined that Change Order # 1 was needed for the following items:
A) Additional fiber optic cabling strands would be needed for the Hot Containment Aisle system to utilize 10G throughout the storage and server systems to fully utilize the performance capabilities on this large investment. The change will provide an operational improvement to all internal data systems. The additional cabling will cost $20,645.56.
B) An upgrade to the RMA models originally requested and additional Cisco Wireless access points were determined to be necessary post survey and internal review of the originally specified hardware and Cisco Wireless access points for internal use in a high density use environment. We received a credit of $29,993 for our original purchase, and the purchase of the new hardware is $52,182.28 resulting in a net cost of $22,189.28.
C) A request to purchase Merge Point Unity 8032 KVM switch and supporting consoles, servers interface modules, software/licensing and hardware support agreements for a single KVM solution to be used in the City's new data center as a single point view and management console for the nearly 140 servers and communication networking systems. The total cost of this solution is $63,257.69.
3. Change Order # 2 was requested for the purchase of a 360 CommScope Distribution Panel Module with 24LC TeraSpeed added an additional cost of $4,918 plus an estimated amount of $500 for freight, for a total cost of $5,418.
4. Change Order # 3 was for a total of $19,219.92. This was for additional SFPs including the addition of 10GE SFPs for Citrix and a Veeam Linux Agent.
5. The City Manager approved the Technology Services Director request for the three Change Orders.
6. Section 35.28(B) of the City's Procurement Code requires Commission approval when the sum of all change orders exceed 5% of the original contract amount or $25,000.
7. Request Commission to ratify the City Manager's approval of Change Order numbers 1 through 3 to the purchase order with Presidio Network Solutions, Inc., for a state of the art network, server systems, data storage hardware, and voice over internet phone (VOIP) System for the technology modernization project, to add additional fiber optic cabling, upgrade of RMA models and additional cisco wireless access points, KVM (keyboard, video, and mouse) switch for data center, the addition of a distribution panel module, and additional fiber optic modules, in the amount of $130,730.45.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: $130,730.45.
b) Amount budgeted for this item in Account No: The funds have been encumbered under PO # 20170353A in account # 1-513-2002-306- IT Modernization (VOIP/VDI).
c) Source of funding for difference, if not fully budgeted: Not Applicable.
d) 5 year projection of the operational cost of the project Not Applicable.
e) Detail of additional staff requirements: Not Applicable.