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)