Title
Adopt a Resolution to Approve and Authorize the City Manager to Execute Consulting Service Agreements in Fiscal Year 2024-2025 and 2025-2026 for Phase 2 of the Citywide Network Refresh, Library Public Network Improvements, and City Cabling for a Total of $865,135
Staffreport
COUNCIL PRIORITY
• Infrastructure
• Sustainability & Resiliency
• Fiscal Sustainability and Transparency
SUMMARY & RECOMMENDATIONS
Adopt a resolution to approve and authorize the City Manager to execute consulting service agreements with AMS.Net, LLC in Fiscal Year 2024-2025 and 2025-2026 for phase 2 of the Citywide network refresh project, Library public network improvements, and City cabling. Phase 2 pricing was developed using the Merced County Fast Open Contracts Utilization Services (FOCUS), a cooperative purchasing program. Pricing for the Library Public Network Improvement project was developed using the FCC 470 bid process. The total amount of the contracts has a not to exceed of $865,135.
BACKGROUND
The Information Technology Department (IT) maintains network devices, including firewalls and switches to provide Internet and internal connectivity to City staff and the community via public WiFi. Regular and prompt replacement of aging technology equipment is critical to ensure the effective, secure, and efficient operation of City business.
The current state of City network equipment utilized by City staff is aging and in need of replacement. The existing technology equipment utilizes legacy technology and does not support the needs of a modern workforce. This situation causes significant inefficiencies, frequent outages and a negative impact on work productivity.
The IT Department is in the process of completing Phase 1 of the Citywide Network Refresh Project, which includes core switches and firewalls. This work will be completed in Summer 2025.
Phase 2 of the project will replace gaining distribution and access switches and routers. The IT Department anticipates completing Phase 2 in Fiscal Year 2026. When complete, IT will seek additional funding for Phase 3, which will include a comprehensive cable replacement.
The IT Department will use a separate agreement for the Library Public Internet component of Phase 2 to take advantage of the E-Rate program. The E-Rate program is a federal initiative that provides discounts on telecommunications and internet services for eligible schools and libraries in the United States. It aims to make these services more affordable, offering funding for various eligible services, including internet access and internal connections. The program is administered by the Universal Service Administrative Company (USAC) under the direction of the Federal Communications Commission (FCC).
Analysis
The IT Department performed an extensive evaluation of network hardware and multiple manufacturers and service providers. IT selected Cisco Systems, Inc. as the preferred manufacturer and AMS.Net as the preferred services provider, taking into consideration technical capabilities, reliability, functionality, maintainability, and cost.
The Phase2 and cabling agreements utilize the Merced County Fast Open Contracts Utilization Services (FOCUS) cooperative purchasing program, a competitively bid contract, to obtain the best pricing available for the City. San Leandro Municipal Code Sec. 1-6-305 permits the City to purchase equipment through cooperative purchasing with other governmental bodies without engaging in its own competitive bidding process.
More information about this contract is available here: Focus | Merced County, CA - Official Website <https://www.countyofmerced.com/357/Focus>
Legal Analysis
The City Attorney’s office reviewed and approved the consulting services agreements, purchase orders, this staff report and resolution as to form.
Financial Impacts
The total cost allocated over FYs 2024-2025 and 2025-2026 is $865,135.
Sufficient funds are included in the Information Technology Internal Service Fund for technology equipment.
This Council action will not impact fund balance because there are funds available in the budget.
ATTACHMENT A - Resolution
ATTACHMENT B - SOW Network Refresh Phase 2
ATTACHMENT C - SOW Library eRate
ATTACHMENT D - SOW Cabling
PREPARED BY: Michael Sinor, Chief Technology Officer, Information Technology Department