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Home My WebLink About2021-06-15; City Council; ; Approval of the Purchase for the Renewal of the Cisco SmartNet Maintenance and Support Ending June 30, 2022, with Logicalis, Inc.Meeting Date: June 15, 2021 To: Mayor and City Council From: Scott Chadwick, City Manager Staff Contact: Maria Callander, IT Director maria.callander@carlsbadca.gov, or 760-602-2454 Subject: Approval of the Purchase for the Renewal of the Cisco SmartNet Maintenance and Support Ending June 30, 2022, with Logicalis, Inc. District: All Recommended Action Adopt a resolution authorizing the City Manager to execute documents necessary to procure Cisco SmartNet Maintenance and Support Services through June 30, 2022, from Logicalis, Inc. in an amount not to exceed $113,883. Executive Summary The city purchases Cisco SmartNet maintenance and support for its Cisco information technology infrastructure assets from Logicalis. The maintenance plan is a 12-month term ending June 30, 2022, for an amount not to exceed $113,882.96, covering maintenance and support of the city's technical infrastructure devices. The City Council’s approval is required under Carlsbad Municipal Code Section 3.28.060, Procurement of Professional Services and Services, which requires the City Council’s approval for the procurement of professional services or services for which the cost to the city is more than $100,000 per agreement year. Discussion Cisco SmartNet maintenance and support covers over 300 infrastructure devices. These devices include servers, network switching devices, wireless access equipment and network routing devices. The city will purchase this Cisco SmartNet maintenance under a one-year renewal term. The current Cisco SmartNet maintenance and support plan is set to expire on June 30, 2021, was also approved by the City Council. Prior to last year’s renewal, SmartNet purchases with Logicalis did not warrant the need for City Council approval. Over the course of the last two years the city has replaced much of its aging network infrastructure and also consolidated public safety and nonpublic safety contracts for Cisco SmartNet, to the point the annual amount will be over $100,000 going forward. The amount for this year’s renewal is less by nearly $20,000 than the current term that is set to expire. This is due to the city’s digital information network starting to come online and the updated approach that reduces duplicate network infrastructure. June 15, 2021 Item #3 Page 1 of 15 Logicalis is the current reseller through which the city purchases SmartNet maintenance and support plans. The renewal of the Cisco SmartNet maintenance and support from Logicalis represents the best value to the city by purchasing through a cooperative purchasing agreement, in compliance with Carlsbad Municipal Code Section 3.28.100, Cooperative Purchasing. Logicalis is an authorized reseller and provides products and technology services under the National Association of State Procurement Officials ValuePoint Data Communications Master Agreement #AR3227, Cisco Participating Addendum State of California PA #7-20-70-47- 01 contract. According to Carlsbad Municipal Code Section 3.28.100, Cooperative Purchasing, the Purchasing Officer shall have the authority to join with other public or quasi-public agencies in cooperative purchasing plans or programs for the purchase of goods and/or services by contract, arrangement or agreement as allowed by law and as determined by the Purchasing Officer to be in the city’s best interest. The Purchasing Officer may buy directly from a vendor at a price established by another public agency when the other agency has made their purchase in a competitive manner. As such, the agreement price was quoted from the previously noted master agreement Options The following options are provided for City Council’s considerations: 1. Adopt a resolution authorizing the City Manager to execute documents necessary to procure CISCO SmartNet Maintenance and Support Services through June 30, 2022, from Logicalis, Inc. Pros • The Information Technology Department will continue with CISCO SmartNet Maintenance and Support Services with the same vendor • The Information Technology Department will be able to continue to have the maintenance and support services needed to maintain the City’s information technology infrastructure Cons • None identified 2. Do not adopt resolution and discontinue CISCO SmartNet Maintenance and Support Services Pros • None identified Cons • The Information Technology Department will no longer have CISCO SmartNet Maintenance and Support Services • The Information Technology Department will need to contract with another vendor to provide CISCO SmartNet Maintenance and Support Services • The City’s CISCO SmartNet Maintenance and Support Services will lapse 3. Direct staff to research other solutions for support of technical infrastructure devices and return to the City Council Pros • There may be potential for cost-savings with other vendors June 15, 2021 Item #3 Page 2 of 15 Cons • This option will result in the City’s CISCO SmartNet Maintenance and Support Services lapsing • Unknown support quality of non-Cisco technical support Fiscal Analysis The one-year cost of the SmartNet maintenance and support with Logicalis is not to exceed $113,883. Funding is in the approved fiscal year 2020-21 Information Technology Department’s Operating Budget. Future years’ funding will be requested during the appropriate fiscal year’s budget process. Next Steps Execute the purchase of SmartNet maintenance with Logicalis Environmental Evaluation (CEQA) This action does not constitute a “project” within the meaning of the California Environmental Quality Act under California Public Resources Code Section 21065 in that it has no potential to cause either a direct physical change in the environment or a reasonably foreseeable indirect physical change in the environment. Therefore, it does not require environmental review. Public Notification and Outreach Public notice of this item was posted in keeping with the Ralph M. Brown Act and it was available for public viewing and review at least 72 hours before the scheduled meeting date. Exhibits 1. City Council resolution 2. Memorandum - Approve the cooperative use of the National Association of State Procurement Officials ValuePoint agreement with Logicalis, Inc. June 15, 2021 Item #3 Page 3 of 15 RESOLUTION NO. 2021-144 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, AUTHORIZING THE CITY MANAGER TO EXECUTE DOCUMENTS NECESSARY TO PROCURE CISCO SMARTNET MAINTENANCE AND SUPPORT SERVICES THROUGH JUNE 30, 2022 FROM LOGICAL'S, INC. IN AN AMOUNT NOT TO EXCEED $113,883 WHEREAS, the City of Carlsbad has information technology infrastructure that requires annual maintenance and support to support effective operations, and Cisco SmartNet maintenance and support services is one of the products that helps to meet this need; and WHEREAS, the City of Carlsbad currently purchases Cisco SmartNet maintenance and support services on an annual basis; and WHEREAS, Logicalis, Inc, an authorized Cisco SmartNet reseller, provides maintenance and services for information technology infrastructure under the National Association of State Procurement Officials ValuePoint Data Communications Master Agreement #AR3227, Cisco Participating Addendum State of California PA #7-20-70-47-01 contract; and WHEREAS, under Carlsbad Municipal Code 3.28.100, Cooperative Purchasing, the Purchasing Officer has the authority to join with other public agencies for the purchase of goods or services when it is in the best interest of the city; and WHEREAS, the Purchasing Officer has reviewed the purchase and agrees the purchase is in the best interest of the city; and WHEREAS, the budget to procure the maintenance and support services is available in the Information Technology Department's fiscal year 2020-21 Operating Budget; and WHEREAS, the funding for future years' maintenance and support services will be considered on an annual basis in the Information Technology Department's annual budget requests. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, California, as follows: 1.That the above recitations are true and correct. 2.That City Manager, or a designee, is authorized to execute all required documents necessary to procure Cisco SmartNet maintenance and support services through June 15, 2021 Item #3 Page 4 of 15 June 30, 2022 from Logicalis, Inc. in amount not to exceed $113,883 as reflected in Attachment A. PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of Carlsbad on the 15th day of June, 2021, by the following vote, to wit: AYES: Hall, Blackburn, Acosta, Bhat-Patel, Schumacher. NAYS: None. ABSENT: None. MATT HALL, Mayor BARBARA ENGLESON, City Clerk (SEAL) June 15, 2021 Item #3 Page 5 of 15 City of Carlsbad CISCO - Services Support Quotation QTV 4.05.06.1.121914 Customer Contact Quote Fields Name:Alen Geopfarth Quote Number:231770420 Email:Alen.Geopfarth@carlsbadca.gov Quote Date:5/20/2021 Phone:760-268-4749 Quote Expiration:7/11/2021 Address:1635 Faraday Ave Billing Cycle:Prepaid Carlsbad, CA 92008 Account Representative Service Representative Name:Lisa Waelde Name:Micah Ross Email:Lisa.Waelde@us.logicalis.com Email:Micah.Ross@us.logicalis.com Phone:951-393-2315 Notes Quote Summary Contract ID Price 201625704 $19,173.56 201638910 $89,145.05 203081108 $5,564.35 Total $113,882.96 Terms and Conditions ***Please provide billing address below if it is different than address at top of the page Authorized Signature_____________________________________________________Date:________________________________________ This quotation adheres to the pricing requirements of the NASPO ValuePoint Data Communications Master Agreement #AR3227, Cisco Participating Addendum State of California PA #7-20-70-47-01 contract. ATTACHMENT "A" June 15, 2021 Item #3 Page 6 of 15 Memorandum June 2, 2021 To: Roxanne Muhlmeister, Purchasing Officer From: Joe Stephenson, IT Operations Manager Via: Maria Callander, IT Director Re: Approve the cooperative use of the NASPO ValuePoint agreement with Logicalis, Inc. The IT Department would like to cooperatively use the NASPO ValuePoint Data Communications Master Agreement #AR3227 and Cisco Participating Addendum State of California PA #7-20-70-47-01 contract with Logicalis, Inc. to provide for the purchase of the Cisco SmartNet maintenance plan ending June 30, 2022. This request is in the best interest of the City of Carlsbad as the city has standardized on Cisco networking hardware and Logicalis is a preferred vendor with Cisco. Additionally, Logicalis has worked with the city on other past projects that provides them unique understanding of our systems and goals. Cisco maintains contracts with customers through preferred resellers and having a consolidated contract ensures the most effective support for city systems. Logicalis is a full-service vendor that provides for the procurement of software, hardware, licenses, support, maintenance and professional services for many of the IT Department’s needs. As per 3.28.100 Cooperative purchasing. The purchasing officer shall have the authority to join with other public or quasi-public agencies in cooperative purchasing plans or programs for the purchase of goods and/or services by contract, arrangement or agreement as allowed by law and as determined by the purchasing officer to be in the city’s best interest. The purchasing officer may buy directly from a vendor at a price established by another public agency when the other agency has made their purchase in a competitive manner. (Ord. CS-002 § 2, 2008) June 15, 2021 Item #3 Page 7 of 15 JS:bg Approval for Exemption __________________________________ _____________ Roxanne Muhlmeister, Purchasing Officer Date CC: Maria Callander, IT Department Director Cindie McMahon, Assistant City Attorney Brent Gerber, Senior Management Analyst Shea Sainz, Senior Contract Administrator 6/8/2021 June 15, 2021 Item #3 Page 8 of 15 3. Renewal of the Cisco SmartNet Maintenance and Support Maria Callander, IT Director Joe Stephenson, IT Operations Manager June 15, 2021 June 15, 2021 Item #3 Page 9 of 15 Staff Recommendation •Adopt a resolution authorizing the City Manager to execute documents necessary to procure Cisco SmartNet Maintenance and Support Services through June 30, 2022, from Logicalis, Inc. in an amount not to exceed $113,883. 2 June 15, 2021 Item #3 Page 10 of 15 Technical Summary •Maintenance/support services from Cisco –Phone support –Warranty replacements –Software updates •Covers over 300 IT infrastructure devices 3 June 15, 2021 Item #3 Page 11 of 15 Fiscal Summary •Annual cost reduction of $20,000 due to Digital Information Network •Purchase over $100,000 requires council approval •NASPO Cooperative purchasing agreement •Funding is included in IT operating budget 4 June 15, 2021 Item #3 Page 12 of 15 Options •Adopt a resolution authorizing staff to proceed with recommended action •Do not adopt resolution and discontinue CISCO SmartNet Maintenance and Support Services •Direct staff to research other solutions for support of technical infrastructure devices and return to the City Council 5 June 15, 2021 Item #3 Page 13 of 15 Staff Recommendation •Adopt a resolution authorizing the City Manager to execute documents necessary to procure Cisco SmartNet Maintenance and Support Services through June 30, 2022, from Logicalis, Inc. in an amount not to exceed $113,883. 6 June 15, 2021 Item #3 Page 14 of 15 Thank You June 15, 2021 Item #3 Page 15 of 15