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Agenda Item No: g
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 CITY HALL
COMPUTER NETWORK AT A COST NOT TO EXCEED $190,000.
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BACKGROUND: Equipment upgrades are required in City Hall to replace outdated network devices and
to complete ongoing projects for the Police Department. The City's Information Technology Division (IT)
has been working with the Police Department on projects to upgrade its computer network to support a
new version of the Sun Ridge RIMS dispatch and records system, new mobile computer communications
capabilities, and to implement body -worn cameras for all patrol officers. IT has completed various tests
on the existing environment, identified the equipment required to support projected needs, and is ready to
proceed with purchases and implementation. Additionally, network equipment used for connectivity on
the second and third floors of City Hall require similar upgrades due to the age of existing equipment.
ANALYSIS: To complete the Police Department projects and also upgrade second/third floor equipment,
IT will need to purchase the following items for City Hall:
1. Network devices to upgrade equipment used in the Police Department. Estimated cost $35,000.
2. Virtual system servers to support the Police Department's existing functionality. Estimated cost
$15,000.
3. Virtual system server to support the Police Department's VieVu body -worn camera system. Estimated
cost $15,000.
4. Storage network devices to support the VieVu system. Estimated cost $90,000.
5. Network devices to upgrade equipment used in other parts of City Hall. Estimated cost $35,000.
IT has identified the equipment required in these five 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
FOR CITY CLERK ONLY
File No.: 4 w _
Council Meeting:
Disposition:
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Pa2e: 2
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 be sole -sourced from the manufacturers through MarinlT.
FISCAL IMPACT: An estimated total of $190,000 is required to complete the planned projects at City
Hall and for the Police Department. Approximately $144,000 in funding was previously approved for
these projects at the end of FY 2013-14and is currently available in Fund 601, the Computer
Replacement Program. The Police Department is prepared to direct up to $46,000 from its current -
year general fund resources to complete the funding for this project.
OPTIONS:
1. Adopt resolution, as written, and proceed with purchase of new equipment for City Hall.
2. Direct staff to follow a different approach for procurement of new equipment for City Hall.
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 City Hall from MarinlT.
Attachments:
Resolution
RESOLUTION NO. 13774
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 CITY HALL COMPUTER NETWORK AT A COST
NOT TO EXCEED $190,000
WHEREAS, the City desires to purchase new equipment to upgrade the computer
network at City Hall; and
WHEREAS, the desired equipment is manufactured by Cisco Systems, Inc., Dell, Inc.,
and 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 MarinIT 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
MarinIT, for the desired computer network equipment for City Hall at a total cost not to exceed
$190,000, 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
It W�k ��11 � � � � � I i 1 1111111T
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 CITY HALL COMPUTER NETWORK AT
A COST NOT TO EXQEED $190,000.
partn)ent Hblqd (jignature)
(LOWER HALF OF FORM FOR APPROVALS ONLY)
APPROVED AS COUNCIL / AGENCY
AGENDA ITEM:
City Mafiager (signature)
NOT APPROVED
REMARKS:
APPROVED AS TO FORM:
City Attorney (signature)