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8.C. |
| City Council Meeting - FINAL |
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| TITLE: |
Consideration of Ratification and Approval of Contract: Ratify the purchase of $27,341.01 with Ahead, Inc. and enter into a Cooperative Purchase Contract in the amount not to exceed $528,000.00 for FY24 and FY25, for the purchase of hardware, licensing, installation, and support maintenance.
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| STAFF RECOMMENDED ACTION: |
- Ratify the purchase with Ahead Inc. for vSAN Licensing for the Flagstaff Police Department in the amount of $27,341.01;
- Approve the Cooperative Purchase Contract with Ahead Inc. in the amount not to exceed $528,000 for FY24 and FY25 (to include the ratification of $27,341.01), for the purchase of hardware, licensing, installation, and support maintenance; and
- Authorize the City Manager to execute the necessary documents.
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| Executive Summary: |
In November 2023, the City spent $27,341.01 with Ahead, Inc. for vSAN licensing for the Flagstaff Police Department server environment. Staff requests ratificaiton of that purchase.
In addition, staff seeks approval of a Cooperative Purchase Contract with Ahead, Inc. to allow staff to purchase new backup storage appliances and multiple production servers as the current equipment is approaching the end of life at City Hall. 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 Ahead, Inc. with a "not-to-exceed" amount of $528,000.00 for FY23-24 to replace this equipment. It is anticipated that future need under the duration of this 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. |
| Financial Impact: |
There is cost for these purchases in the budgeted amount of $528,000. This cost has been budgeted in the following accounts:
- Information Technology - 001-01-014-0042-1-4301
- 001-01-014-0044-4301
- 001-01-014-0047-4301
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| Policy Impact: |
| None. |
| Connection to PBB, Carbon Neutrality Plan, 10-Year Housing Plan & Regional Plan: |
| Provide Exceptional Service: Provide employees tools, training and support. Safe & Healthy Community: Provide public safety with the resources, staff, and training to respond to community needs. |
| Previous Council Decision on This: |
| None. |
| Background and History: |
In November 2023, the City purchased vSAN licensing for the Flagstaff Police Department's (FPD) server infrastructure. Since the migration of FPD under City IT support, staff has expanded services and applications, which in turn requires additional resources. The vSAN licensing allowed staff to expand our server infrastructure to meet demand. The licensing was required to access the configured storage, which contains the virtual machines and FPD data. As for on-going purchases under the Cooperative Purchase Contract, the City's existing Backup Appliance (Dell DD3300) was purchased in FY21. Although staff estimated growth for the lifetime of the unit, at the time of purchase, staff was unaware that FPD would be migrated under City IT support. This migration has resulted in a significant increase in a demand for backup storage. The current backup appliance is not expandable. Several of production servers and storage units located at City Hall are approaching their end of life and require replacement.
Procurement Justification Region 14 Education Service Center acting on behalf of the National Cooperative Purchasing Alliance conducted a competitive and open procurement process through Request for Proposal #45-22 that resulted in Contract No. 01-143 with Dell Marketing, L.P. Pursuant to Contract No. 01-143 “Authorized Resellers.” The Contractor is a fully authorized vendor with Dell Marketing, L.P. of Dell – Technology Solutions, Products and Services. The City of Flagstaff Procurement department has verified the cooperative purchase contract as valid. |
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