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File #: 20-488    Version: 1 Name: SR 3-Year Maintenance Agreement with ConvergeOne for Cisco Network and Phone Equipment for the Total Amount of $175,892.30
Type: Staff Report Status: Filed
In control: City Council
Meeting Date: 11/16/2020 Final action: 11/16/2020
Enactment date: Enactment #:
Title: Staff Report for a City Council Resolution to Approve a 3-Year Maintenance Agreement with ConvergeOne for Cisco Network and Phone Equipment for the Total Amount of $175,892.30
Sponsors: Jeff Kay
Related files: 20-489
Title
Staff Report for a City Council Resolution to Approve a 3-Year Maintenance Agreement with ConvergeOne for Cisco Network and Phone Equipment for the Total Amount of $175,892.30

Staffreport
SUMMARY AND RECOMMENDATIONS

Staff recommends that the City Council approve a resolution authorizing the City Manager to approve a payment to ConvergeOne of $175,892.30 to provide maintenance and support of Cisco Network and Phone Equipment for a 3 Year Period from 11/30/2020 - 11/30/2023. Staff also recommends that the City Council approve an appropriation from the 688 Fund Balance.

BACKGROUND

The City of San Leandro utilizes Cisco equipment for data center services, including Networking, Phone systems, and Firewalls. The City has until now paid an annual support and maintenance fee to keep critical equipment under warranty and support. The current 3 year agreement would result in a $30,547.84 savings over making annual payments in that period.

Analysis

The City of San Leandro is required to make an annual payment to maintain its Cisco infrastructure. This includes all the City's networking equipment, such as switches and routers that connect all desktop computers, Wi-Fi, servers, and computer equipment. It also includes the City's firewalls and related security devices that protect the City network from cyber-attacks and intrusion. In addition, this includes the City's telephony system, which has hundreds of desk phones and a Unified Communications System that manages all incoming/outgoing phone calls and voice mails on City phone lines.

This maintenance contract provides a warranty for all devices under support, 24/7 technical support from Cisco, and free replacements for defective devices. The 2020-2021 annual contract is estimated to be $68,813.38. Staff negotiated a 3-year proposal, valued at $175,892.30, a $30,547.84 savings over making annual payments during that same period. In addition, the City will realize savings from the elimination of Consumer Price...

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