Title
MOTION TO APPROVE THE PURCHASE OF THE ANNUAL SUPPORT AND MAINTENANCE FOR THE CITY'S EXAGRID EX40000E DATA STORAGE BACKUP AND REPLICATION SOLUTION FROM CDW GOVERNMENT LLC. IN THE AMOUNT OF $33,952 UTILIZING THE STATE OF FLORIDA ALTERNATE CONTRACT SOURCE # 43230000-NASPO-16-ACS-SVAR (SOFTWARE VALUE ADDED RESELLER).
Summary Explanation and Background
PROCUREMENT PROCESS TAKEN:
- Chapter 35 of the City’s Code of Ordinance is titled “PROCUREMENT PROCEDURES, PUBLIC FUNDS.”
- Section 35.18 of the City's Code of Ordinances is titled "COMPETITIVE BIDDING OR COMPETITIVE PROPOSALS REQUIRED; EXCEPTIONS."
- Section 35.18(C) states that "Only the following situations are exempt from the competitive bid and competitive proposal requirements of this section:"
- Section 35.18(C)(5) states, “Commodities or services that are the subject of contracts with the state its political subdivisions or other governmental entities including the United States Government, are exempt from the competitive procurement process.”
- Section 35.21(A)(1) states, "An initial purchase of, or contract for, commodities or services, in excess of $25,000, shall require the approval of the City Commission, regardless of whether the competitive bidding or competitive proposal procedures were followed."
SUMMARY EXPLANATION AND BACKGROUND:
1. On December 14, 2016 as part of the Technology Modernization Project, the City Commission approved the purchase of an ExaGrid EX40000E data storage backup and replication solution.
2. The ExaGrid EX40000E data storage backup and replication solution provides centralized backups for all critical City data. ExaGrid's EX40000 data storage backup and replication solution with data deduplication is purpose-built for backup that leverages a unique architecture optimized for scalability, performance, and cost. The system scales as needed by adding ExaGrid appliances, which virtualize into a single scale-out system automatically, adding capacity and processing power while acting and being managed as one unified system. Capacity load balancing of all data across appliances is automatic.
3. The initial purchase of ExaGrid EX40000E data storage backup and replication solution included a three year support and maintenance term expiring on December 23, 2019.
4. The Technology Services Department would like to renew support and maintenance necessary for the City’s ExaGrid EX40000E data storage backup and replication solution for twelve months covering service dates from December 23, 2019 to December 22, 2020.
5. The State of Florida utilizes an Alternate Contract Source (ACS) # 43230000-NASPO-16-ACS-SVAR (Software Value Added Reseller) for the purchase of commercial off-the-shelf software, software maintenance & support, basic installation/de-installation, training, value-added services, and mainframe-related services. The awarded vendors will also honor existing volume and enterprise license agreements. Maintenance and support packages will be offered on licenses already owned by agencies or other users.
6. The State of Florida contract has four vendors that were awarded and can be utilized for various products and services based on the maximum markups/markdowns in the contract:
Vendor
CDW Government LLC
En Pointe Technologies Sales, LLC
Insight Public Sector Inc.
SHI International Corp.
7. In 2019, Insight acquired PCM, Inc., which had previously acquired the assets of En Pointe.
8. As a result, the Technology Services Department has obtained quotes from the three remaining firms and has selected CDW Government LLC. as the provider with the best pricing for the requested services:
Vendor Price
CDW Government LLC $33,952.00
Insight Public Sector Inc. $34,318.25
SHI International Corp. $34,211.51
9. Section 35.18(C)(5) of the City's Procurement Procedures states; "Utilization of other governmental agencies' contracts. Commodities or services that are the subject of contracts with the state its political subdivisions or other governmental entities including the United States government, are exempt from this section, provided, however, that this division shall apply only if the contract expressly permits or if the awarding jurisdiction and/or the vendor agree to allow the city to purchase therefrom and if either: (i) the commodities or services are the subject of a price schedule negotiated by the state or federal government or by competitive bid by another governmental agency and not on any preference; (ii) or the price offered for the commodity or service exactly equals or is lower than the governmental contract from vendors awarded the governmental contract. Where an award is made pursuant to this paragraph, the terms and conditions agreeable to the city may be used in lieu of those terms and conditions of the contract with other governmental agency."
10. Request Commission to approve the purchase of the annual support and maintenance for the City’s ExaGrid EX40000E data storage backup and replication solution from CDW Government LLC. in the amount of $33,952 utilizing the State of Florida Alternate Contract Source # 43230000-NASPO-16-ACS-SVAR (Software Value Added Reseller).
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: $33,952
b) Amount budgeted for this item in Account No: $33,952 budgeted in account # 1-513-2002-46801 (I.T. Maintenance Contracts)
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. This is for a one year renewal that will be expensed in the current fiscal year.
e) Detail of additional staff requirements: Not applicable.