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HomeMy WebLinkAboutMS Upgrade Library Computer NetworkAgenda Item No: 3' h Meeting Date:jULy 21, 2014 SAN RAFAEL CITY COUNCIL AGENDA REPORT Department: Management Services Prepared by: Gus Bush, IT Manager City Manager Approval: SUBJECT: RESOLUTION AUTHORIZING THE CITY MANAGER TO COMPLETE A SOLE -SOURCE PURCHASE FROM MARINIT, INC., FOR EQUIPMENT TO UPGRADE THE LIBRARY COMPUTER NETWORK AT A COST NOT TO EXCEED $70,000. RECOMMENDATION: Staff recommends that the City Council adopt a resolution waiving formal bidding procedures and authorizing the City Manager to complete this purchase from MarinlT, Inc. BACKGROUND: The main public library at 1100 E Street is currently undergoing some renovations to better support technology services for its patrons. The City's Information Technology Division (IT) has been working with the Library on this ongoing project, to assess its computer network and identify needed equipment upgrades. Electrical work, network cabling, and some initial equipment purchases were completed in June, 2014. ANALYSIS: To complete the project, IT will need to purchase the following equipment for the Library 1. New computer terminals to replace the existing computers (all 6 years old or older) in the public Internet, children's Internet, online catalog, and electronic download areas of the library. Estimated cost $20,000. 2. A new virtual system server to support the new public terminals, along with the required software licensing. Estimated cost $30,000. 3. New wireless access point devices and a wireless controller for the building. Estimated cost $20,000 IT has identified the equipment required in these three categories, as available from manufacturers Cisco Systems, Inc., Dell, Inc., and VMWare, Inc. Staff plans to purchase the items from MarinlT, Inc., as an authorized reseller for all three manufacturers. MarinlT was selected because of their existing business relationship with IT as well as their extensive experience working with the City's computer networks and devices currently in use for similar functionality. MarinlT is currently working with the manufacturers to prepare final quotes with the best available pricing for the required equipment. Where possible, IT and MarinlT plan to use pricing from pre -competed contracts such as those available through California Multiple Award Schedule (CMAS) and Western States Contracting Alliance (WSCA). However, we anticipate that some items will not be available through those contract vehicles and will need to he sole -sourced from the manufacturers through MarinlT. File No.: 1 . ' , - L4 8 (" Council Meeting Disposition: FOR CITY CLERK ONLY SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2 FISCAL IMPACT: An estimated total of $70,000 is required to complete this project at the main library. Sufficient funding is available in Fund 601, the Computer Replacement Program, to cover approximately $60,000. The Library is prepared to direct up to $10,000 from its general fund resources to complete the funding for this project. OPTIONS: 1. Adopt resolution, as written, and proceed with purchase of new equipment for the main library. 2. Direct staff to follow a different approach for procurement of new library equipment. 3. Direct staff to not proceed with the purchase at this time. ACTION REQUIRED: Adopt resolution waiving formal bidding procedures and authorize the City Manager to complete the purchase of computer network equipment for the main library from MarinlT. Attachments: Resolution RESOLUTION NO. 13775 RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL TO WAIVE FORMAL BIDDING PROCEDURES AND TO AUTHORIZE THE CITY MANAGER TO COMPLETE A PURCHASE FROM MARINIT, INC., FOR EQUIPMENT TO UPGRADE THE LIBRARY COMPUTER NETWORK AT A COST NOT TO EXCEED $70,000 WHEREAS, the City desires to purchase new equipment to upgrade the computer network at the main public library; and WHEREAS, the desired equipment is manufactured by Cisco Systems, Inc., Dell, Inc., VMWare, Inc., and is sold primarily through their authorized resellers; and WHEREAS, MarinIT, Inc., is an authorized reseller for all three equipment manufacturers and also has extensive experience working with the City's computer networks; and WHEREAS, the City wishes to complete a purchase from MarinlT for the desired equipment; and WHEREAS, the City Council finds that valid reasons exist to waive competitive bidding pursuant to San Rafael Municipal Code Section 2.55.070(D) for the reasons set forth in the accompanying Staff Report supporting this Resolution; NOW, THEREFORE, IT IS HEREBY RESOLVED that (1) the Council does hereby waive the formal bidding procedures outlined in San Rafael Municipal Code Section 2.55.070; and (2) the Council authorizes the City Manager to complete a sole -source purchase from MarinlT, for the desired computer network equipment for the main library at a total cost not to exceed $70,000, with funds to be appropriated from the Computer Replacement internal service fund. I, ESTHER C. BEIRNE, Clerk of the City of San Rafael, hereby certify that the foregoing Resolution was duly and regularly introduced and adopted at a regular meeting of the City Council of said City held on Monday, the 21 st day of July, 2014 by the following vote, to wit: AYES: COUNCILMEMBERS: Bushey, Colin, Connolly, McCullough & Mayor Phillips NOES: COUNCILMEMBERS: None ABSENT: COUNCILMEMBERS: None ESTHER C. BEIRNE, City Clerk CITY OF SAN RAFAEL INSTRUCTIONS: USE THIS FORM WITH EACH SUBMITTAL OF A CONTRACT, AGREEMENT, ORDINANCE OR RESOLUTION BEFORE APPROVAL BY COUNCIL / AGENCY. SRSA / SRCC AGENDA ITEM NO DATE OF MEETING: July 21, 2014 FROM: Gus Bush, IT Manager DEPARTMENT: Management Services DATE: July 15, 2014 TITLE OF DOCUMENT: RESOLUTION AUTHORIZING THE CITY MANAGER TO COMPLETE A SOLE -SOURCE PURCHASE FROM MARINIT, INC., FOR EQUIPMENT TO UPGRADE THE LIBRARY COMPUTER NETWORK AT A COST NOT TO EXCEED $70,000. (LOWER HALF OF FORM FOR APPROVALS ONLY) APPROVED AS COUNCIL / AGENCY AGENDA ITEM: City Manager (s?ignature) NOT APPROVED APPROVED AS TO FORM: L. 6' �LL�LL_ -1"5 City Attorney (signature)