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Sparks City Council Meeting 7/27/2020 2:00:00 PM

Meeting Link: https://zoom.us/j/97760575235
Meeting Dial-in #: 1-669-900-6833 Meeting ID: 977 6057 5235

General Business: 9.6

Title: Consideration and possible approval to purchase technology refresh equipment from Summit Partners, LLC., CDW-G or other vendors as needed, from the National Association of State Procurement Officials (NASPO) ValuePoint contract, in an approximate amount of $117,300.00, for Fiscal Year 2021.
Petitioner/Presenter: Jeff Cronk, Chief Financial Officer/Rich Brown, IT Manager
Recommendation: Staff recommends that the City Council approve purchasing IT related hardware through Summit Partners, LLC. and CDW-G in an approximate amount of $117,300.00.
Financial Impact: The FY21 IT CIP Technology Refresh Budget of $117,300.00 will be managed by the IT Manager.
Total Costs: $117,300.00
Fund: Capital Projects    Account: 604070
Program: IT Hardware Replacement Plan (WIG) (080730)
Amount: $117,300.00    Budget Status: Budget Exists
Business Impact (Per NRS 237):
    
A Business Impact Statement is not required because this is not a rule.
Agenda Item Brief:

City staff recommends approval of the purchase of information technology hardware in an amount not to exceed approximately $117,300.00. The city uses third party vendors to facilitate this type of acquisition to leverage their technical expertise in systems design and integration planning, in addition to their hardware sourcing services. The funds required to purchase the necessary equipment were approved by the City Council as part of the FY21 IT CIP Technology Refresh Budget.



Background:

The City Council has prioritized the maintenance and enhancements of information technology systems that serve the city. In the fall of 2013, Council requested the Finance Director work with staff to inventory the city’s technology equipment and devise a plan to keep that equipment current.  In February 2014, a report on the “IT WIG” was presented to Council with a recommended plan to catch up on and provide for future funding.  In 2015, IT completed part two of the “IT WIG” to inventory major software systems.  A rolling 20-year plan to keep major systems enhanced, upgraded and updated tracks and measures progress toward this goal.

As part of the City’s response to the COVID-19 pandemic, a significant telework effort was undertaken in March of 2020 to facilitate remote work for City staff. This constituted the need for a substantially different working environment, one that was built, piece-meal, using retired equipment and a small number of new technology purchases. This resulted in a telework environment that needs improvement. The FY21 refresh being proposed herein is a necessary expense intended to bring some of those improvements.

City staff has several projects planned for FY2021 including scheduled refresh of end-of-life networking equipment, PCs, notebooks and tablets, as well as refreshing Fire's mobile data computers (MDC). The City Council included funding for these matters in the FY21 IT CIP Technology Refresh Budget.



Analysis:

City staff has been working with Summit Partners, LLC. for ten (10) years on a number of major IT projects including: the city’s main data center networking update/upgrade, citywide network redesign, server replacements and virtualization of servers and desktops. Summit Partners’ knowledge of our systems, network and programs allows city staff to use their expertise to keep our systems operating at peak performance

Summit Partners, LLC., has been a Value-Added Reseller for Hewlett-Packard for many years and now works with HP, Inc. for personal computers (PC) and printers, Hewlett Packard Enterprise for servers, storage and networking, and other vendors on the NASPO contract price list. City staff is seeking approval to purchase the majority of items through Summit Partners as a purchasing agent. These items include PC’s, notebooks, servers, networking equipment, storage and support contracts with HP, Inc., Hewlett Packard Enterprise and VMware.

City staff has worked with CDW-G for a number of years to purchase the equipment for public safety vehicles, including Panasonic Toughbooks, and also to manage several software license contracts covering Microsoft software applications including: email systems and Microsoft Office licensing. City staff will also work with other vendors for other projects as needed to accomplish the IT CIP projects.

NRS Chapter 332.115(h) exempts computer hardware and software items from competitive bid. However, these purchases utilize the joinder provision allowed under NRS 332.195 and NASPO ValuePoint Contract (formerly known as the Western States Contracting Alliance or WSCA). The City Council included funding for these projects in the FY20 IT CIP Technology Refresh Budget.

Summit Partners, LLC. and CDW-G have provided excellent service and support over the past ten (10) years.  Staff recommends Council authorize purchasing FY20 IT CIP Technology Refresh items from Summit Partners, LLC., CDW-G and other vendors as needed through the end of the fiscal year.



Alternatives:

1. Council may approve purchasing from Summit Partners, LLC and CDW-G.

2. Council may deny purchasing from Summit Partners, LLC. and CDW-G and provide further direction to the City Manager.



Recommended Motion:

I move to approve the purchase of technology refresh equipment from Summit Partners, LLC., CDW-G or other vendors as needed, from the National Association of State Procurement Officials (NASPO) ValuePoint contract, in an approximate amount of $117,300.00, for Fiscal Year 2021.



Attached Files:
     FY21 Proposed CIP Hardware Spend.pdf

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