CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Approve the award of Cooperative Procurement 21-337, SMARTnet Maintenance Renewal, to CDW-G for an amount not to exceed $414,387 and for a one-year term
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DEPARTMENT: Information Technology
SUBMITTED BY: Jacqueline Nguyen, Director
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
The Information Technology (IT) Department is responsible for maintaining the City’s systems for computing, storage and networking. Cisco communications equipment is installed at every City facility and provides connectivity to the entire voice and data network. This complex, expansive, and reliable ecosystem powers municipal services and operations and enables the City to quickly and seamlessly pivot to accommodate upgrades, new services, and pandemic-related restrictions and requirements, while continuing to reliably deliver essential services to residents.
DISCUSSION
The SmartNet maintenance coverage applies to the City’s systems for computing, storage and networking. These systems are dynamic and changing to meet the business needs. A representative listing of current components includes:
1. 18 Cisco Adaptive Security Appliances (ASA) for network security
2. Wireless network for municipal use, the police in-car video system, and two controllers with 185 access points for Jaycee’s Park
3. The network and switching devices used for both voice and data applications; 95 LAN switches for network interconnectivity
4. Six Voice Over IP (VOIP) phone system servers, which includes:
• Cisco Call Manager
• Cisco Unity Voicemail
• Cisco Unified Contact Center
• Cisco Emergency Responder
5. Devices which support internet connectivity and private connectivity such as the Virtual Private Network (VPN) to Tyler Technologies Enterprise Resource Platform. These devices also support remote working
6. Cisco Hyperflex networking, computing, and storage components is a modern, high performance platform supporting software and databases that provides services to employees and residents
7. Cisco FirePOWER firewall provides comprehensive protection from known and advanced malware attacks
Staff has identified an approved cooperative contract, State of Illinois Cooperative Contract, 18-448DOIT-ADMIN-P-385 (formerly CMS7891190) through CDW-G, for the renewal of the SmartNet Maintenance. SmartNet Maintenance includes technical support from Cisco and is an item that is renewed annually.
SMARTNET pricing is very complex. The SMARTnet quotes consist of hundreds of line items for the various components of the converged computing, storage, and networking platform. Each component has multiple support service levels available.
The list of components is fairly dynamic due to:
1. Staff’s continuous effort to migrate applications off of legacy equipment and onto Cisco equipment and reduce cost by eliminating legacy equipment and effort to maintain different environments
2. Equipment growth to support on-going growth in the City’s needs for computing, storage and networking
3. Current supply chain issues. In the past, some switches are treated as commodities and replaced with spares instead of paying for maintenance. Due to current supply chain issue, staff is now forced to use spares for growth and pay for maintenance for failed devices.
Staff optimized the configured service levels across the many components where possible to lower total cost.
The term is from date of award through September 19, 2022.
FISCAL IMPACT:
SmartNet maintenance renewal is expensed to the account number listed below for a total budget of $315,000 in FY2021. The requested award exceeds the budget by $99,387. Staff will monitor expenses to ensure budgetary compliance.
|
Account Number |
Fund Description |
Total Budget Amount |
|
16101100-531312 |
General Fund |
$2,721,517 |