View Agenda Item

8.J.

City Council Meeting - FINAL (AMENDED)

Meeting Date:: 06/20/2023
Co-Submitter:: Paul Santana
From:: Matt Kakert, IT Operations Manager

Information

TITLE:

Consideration and Approval of Cooperative Purchase Contract: with Hye Tech Network & Security Solutions LLC in the amount of $129,217.39, in addition to other fees and taxes, for Cisco network equipment, licensing, and support/maintenance for 3 years.

STAFF RECOMMENDED ACTION:

Approval of Cooperative Purchase Contract with Hye Tech Network & Security Solutions, LLC in the amount of $129,217.39, in addition to other fees and taxes, for Cisco network equipment, licensing, and support/maintenance for 3 years; and
Authorize the City Manager to execute the necessary documents.

Executive Summary:

City IT has continued efforts to decommission all aging equipment from the environment, namely network equipment in the form of switches. This Cooperative Purchase Contract with Hye Tech Network & Security Solutions, LLC, (Hye Tech) will allow for the purchase of equipment and will offer upgrades in term of performance, security, and reliability. The equipment is going to be replaced at numerous locations around the City, with the most impact at all three (3) water treatment plants.

Financial Impact:

There is a one-time cost of $129,217.39, in addition to other fees and taxes. This cost has been budgeted in Information Technology account 001-01-014-0044-1-4301 for FY 2022-23, with budget carried forward to FY2023-24.

Policy Impact:

None.

Connection to PBB Key Community Priorities/Objectives & Regional Plan:

Provide Exceptional Service: Provide employees tools, training and support.

Previous Council Decision on This:

None.

Options and Alternatives:

Approve the Cooperative Purchase Contract with Hye Tech for hardware and associated licensing; or
Do not approve this purchase and direct staff how to proceed. If not approved, staff will continue to use their existing network equipment at numerous City facilities that are at or near end of life expectancy.

Background and History:

City IT has been slowly working through the City's inventory of network equipment and upgrading based on priority and impact. Due to the pandemic and supply chain issues, this has been a struggle. This purchase will allow staff to decommission and replace all the aging equipment, which will bring the technology on primary switching equipment within warranty and support coverage; for the first time in recent history. This will allow for less downtime in the environment, as well as fear of equipment failure from staff.

Key Considerations:

The Cooperative Contract Purchase of this hardware, licensing, and support is necessary to continue to provide a high performing and reliable network around the City of Flagstaff network. Purchasing staff is utilizing this cooperative to ensure the best pricing for the City's needs. This purchase will utilize the 1GPA purchasing agreement #22-02PV-08.

Community Benefits and Considerations:

Ongoing software maintenance and support has been planned and budgeted from according Information Technology budgets, after the included three (3) years.

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