PREPARED BY: J. KELLY SESSIONS DATE OF MEETING: 06/19/17
SUBJECT:
TITLE
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN PABLO AUTHORIZING THE PURCHASE OF TWO NETWORK SERVERS, ONE STORAGE AREA NETWORK ENCLOSURE WITH RELATED HARD DRIVES, AND VIRTUALIZATION SOFTWARE FROM CDW-G TOTALING $39,622 PLUS AN APPROXIMATE 10% CONTINGENCY FOR A TOTAL AUTHORIZATION OF $44,000 AND APPROVING THE PURCHASE THROUGH THE WSCA PRICING SCHEDULE FROM EXISTING RESOURCES IN THE FY 2016/17 INFORMATION TECHNOLOGY BUDGET
Label
CITY MANAGER RECOMMENDATION
Recommendation
Adopt Resolution
Body
COUNCIL PRIORITY WORKPLAN COMPLIANCE STATEMENT:
Infrastructure: Administration: Upgrade City Computer Network Infrastructure; Budget Spending Controls; and Increase Financial Transparency are adopted policy items under the FY 2015-17 Council Priority Workplan, effective October 1, 2016.
CEQA Compliance Statement
This is not a project as defined by CEQA.
BACKGROUND
Two of the City’s servers are now approximately 10 years old (Generation 1), have exceeded their useful life and are now failing. This has resulted in frequent breakdowns and regular work slowdowns or stoppages because of needed repairs. One storage area network (SAN) with hard drives is required to house the servers and expand storage capacity, along with virtualization software (VMWare) to achieve efficient operations.
Typically, a purchase of this amount from a single vendor would trigger the need for a formal bid process (equipment purchases over $25,000). However, City Municipal Code 3.16.110, Exceptions to Bid Policy, allows the City to buy directly from a vendor at a price established by competitive bidding by another public jurisdiction without calling for bids even if the City had not joined with that public agency in a cooperative purchase (“piggybacking”).
This purchase would take place under WSCA (Western States Contracting Alliance) pricing. The WSCA Master Pricing Agreement has been competitively bid through another government agency and is now available for exclusive use by government agencies in the State of California. This pricing is from HPE’s (Hewlett Packard Enterprises) participation in WSCA and is passed through to their distributor, CDW-G (Computer Discount Warehouse - Government). All pricing for this project, including equipment and its installation will come from the manufacturer. This project is bundled from the HPE WSCA program pricing for government entities. HPE is the only manufacturer that makes this equipment, is best qualified to install this equipment, and CDW-G is an authorized reseller of this equipment at guaranteed WSCA pricing. Staff has determined that the City would not benefit from a competitive bid process by achieving better pricing at the same quality; therefore, staff requests a waiver from the City’s normal bidding procedures pursuant to San Pablo Municipal Code Section 3.16.110(E): Cooperative Purchasing.
FISCAL IMPACT
The cost of two servers, one SAN with hard drives and virtualization software, including sales tax and shipping, is quoted at $39,622. An approximate 10 percent contingency is also requested for a total authorization of $44,000. Funding for this purchase is available in the Information Technology budget for equipment (100-1510-46300). No additional resources are needed.