CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
title
Approve the award of Cooperative Procurement 18-156, SmartNet Maintenance, to CDW-Government for an amount not to exceed $268,356.67 and a one-year term
body
DEPARTMENT: Information Technology
SUBMITTED BY: Jeff Anderson, Director
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
The Information Technology (IT) Department is responsible for maintaining the City’s network communications system. Cisco communications equipment is installed at every City facility and provides connectivity to the City’s voice and data network. If this equipment were to fail, it would negatively impact voice and data communications. Therefore, it is critical that the City have a maintenance agreement with Cisco to quickly and seamlessly facilitate repair and/or replacement of failed equipment.
The Cisco maintenance coverage (SmartNet) applies to the Cisco devices used for the City’s voice and data network systems. The contract covers:
• 26 Cisco adaptive security appliances (firewalls) and routers;
• Licensing for the edge firewalls including Next-Generation Intrusion Prevention System and URL filtering;
• 40 local area network switches;
• 9 wireless network controllers and devices for the city’s wireless network and the Police Department’s in-car video system;
• 2 Voice over Internet Protocol (VoIP) phone system servers; and
• Licensing and support for the system including Cisco Call Manager, Cisco Unity Voicemail, Cisco Unified Contact Center, and Cisco Emergency Responder.
Last year Council approved procurement 17-154 for Cisco SmartNet Maintenance on 8/15/2017 for $187,071.15 for a term of 9/20/2017 through 9/18/2018. The increase in this year’s maintenance includes devices that were part of procurement 16-052 and initially purchased with a three-year maintenance agreement.
DISCUSSION:
An existing State of Illinois Cooperative Contract, CMS7891190, has been identified to procure the Cisco SmartNet maintenance. The cost of the maintenance has increased $81,285.52 compared to last year due to new devices being added to the maintenance contract. These devices were purchased as Procurement 16-052, Cisco Hardware and Software, and had a three-year maintenance agreement included in the purchase price which is now expired.
The term of the contract is one year from September 20, 2018 through September 19, 2019.
FISCAL IMPACT:
CIP #: N/A
Smartnet Maintenance is expensed to the equipment maintenance account below. A total of $225,000 has been budgeted for Cisco Smartnet support for in 2018. This contract extends into 2019 and funding will be made available for the remainder of that term.
|
Account Number |
Fund Description |
Total Budget Amount |
|
16101100-531303 |
General Fund |
$410,800 |