Consideration and Approval of Ratification of Contract:  Ratify Expenditure and Approval of Cooperative Purchase Contract with HyeTech Network & Security Solutions, LLC for the IT Section to purchase network and security hardware and services for the fiscal year budgeted amount for the term of the Agency Contract.
 

1. Ratify an expenditure of $156,051.25 for network and security hardware and services from HyeTech Network & Security Solutions, LLC; and
2. Approve the Cooperative Purchase Contract with HyeTech Network & Security Solutions, LLC for the IT Section to purchase network and security hardware and services for the fiscal year budgeted amount for the term of the Agency Contract; and
3. Authorize the City Manager to execute the necessary documents.

For FY2024 and FY2025 the City Council approved budget for network and security hardware and services is $600,000. This fiscal year to date the City has spent $156,051.25 with HyeTech Network & Security Solutions, LLC (HyeTech). Staff seeks ratification of the $156,051.25 in purchases and approval of a Cooperative Purchase Contract with HyeTech to allow staff to continue to purchase network and security hardware and services to implement, support, and maintain necessary IT functions.

The City Council has budgeted for these purchases and staff has determined that it is in the best interest of the City to enter into a contract with HyeTech for the fiscal year budgeted amount. It is anticipated that future need under the duration of the Cooperative Purchase Contract will be similar and the requirements of the Cooperative Purchase Contract will allow for flexibility in purchasing within the budgeted amounts for future fiscal years for the term of the Agency Contract.

There is cost for these purchases in the calculated and budgeted in the amount of $600,000 for FY2024 and FY2025. This cost has been budgeted primarily in the following Information Technology account: 001-01-014-0044-1-4301 as well as other accounts within the 001-01-014-0044-1 category for the networking team.

None.

1. Ratify an expenditure of $156,051.25 with HyeTech; and
2. Approve the Cooperative Purchase Contract with HyeTech for the fiscal year budgeted amount for the term of the Agency Contract; or
3. Do not authorize the Cooperative Purchase Contract and provide staff direction regarding network and security hardware and services.

The City of Flagstaff Information Technology Division routinely considers and evaluates suppliers to ensure we are providing the best solutions and services to our customers, City of Flagstaff employees, and Network Security providers are no exception to this policy. Staff seeks to use a State of Arizona cooperative purchase contract to enter into an agreement with HyeTech to allow Staff to continue to purchase necessary to implement, support, and maintain the current network and security hardware.

The State of Arizona, Procurement Department, Public Sector conducted a competitive and open procurement process through Request for Proposal Solicitation No. BPM003793 that resulted in Contract No. CTR059868 with HyeTech Network & Security Solutions, LLC. The City of Flagstaff Purchasing staff has reviewed the underlying Agency Contract and has confirmed that it is still current and within the scope of work.

Sustainable and Innovative Infrastructure: Deliver outstanding services to resident through a healthy, well-maintained infrastructure system.
Safe & Healthy Community: Provide public safety services with resources, staff, and training responsive to the community's needs.

None.

IT Mission Statement: Our purpose is to provide the secure tools to make your job easier tomorrow than it was today. Regular device replacement, Networking improvements, and Cyber Security Best Practices, ensure a reliable, safe, and efficient network permitting every employee to have the connectivity necessary to support the City and residents.