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CC - Approval of a Professional Services Agreement with Advanced Systems Group to Relocate the Police Department’s Existing Server/Network Rooms to Another Location within the Department in an Amount Not-to-Exceed $232,381.00 ($202,070.00 Project Cost and $30,311 in Contingency Authority).
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Contact Person/Dept: Lt. Jason Sims/PD
Phone Number: 310-253-6321
Fiscal Impact: Yes [X] No [] General Fund: Yes [] No [X]
Public Hearing: [] Action Item: [] Attachments: Yes [] No [X]
Commission Action Required: Yes [] No [X] Date:
Commission Name:
Public Notification: (E-Mail) Meetings and Agendas - City Council (09/23/15)
Department Approval: Scott Bixby, Chief of Police (09/21/15)
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RECOMMENDATION
Staff recommends the City Council approve of a Professional Services Agreement with Advanced Systems Group to relocate the Police Department’s existing server/network rooms to another location within the Department in an amount not-to-exceed $232,381.00 ($202,070.00 project cost and $30,311 in contingency authority).
BACKGROUND
There are currently three locations within the Police Department that house IT servers and network equipment. All three locations are on the basement level, making them susceptible to flooding should a plumbing issue or leak occur on either of the top two floors. Air conditioning is essential to keeping this equipment in good working order as this hardware creates a significant amount of heat. Either a plumbing issue or an air conditioning failure would create a potentially catastrophic problem for our current server rooms that could result in the loss of data that cannot be replicated.
DISCUSSION
The Police Department’s network hardware needs have grown to the point it is necessary to create a larger and more professional network/server room to accommodate the current hardware and allow room for future growth. Additionally, moving and combining the three server/network rooms to a top floor location and installing an independent climate control system with redundancy will mitigate the risk of flooding and or heat related problems.
Police Department staff received the following quotes for this work:
Advanced Systems Group……………...$202,070.00
Lotus Communications…….……………$215,000.00
We Build Data Centers………………….$400,739.00
Taking into consideration that this project is necessary to maintain and improve the Police Department’s current IT network hardware, the formal bid process does not apply in accordance with Culver City Municipal Code §3.07.045. Specifically this proposed contract meets the following exception:
§3.07.045B: “When the equipment is a component for equipment or a system of equipment previously acquired by the City, and is necessary to repair, maintain or improve the City’s utilization of the equipment”.
Police Department staff has researched Advanced Systems Group’s work product and found it to be of the highest quality. Advanced System’s Group is an industry leader in the design and construction of network/server rooms and their references speak highly of their workmanship and customer service. Based on this, and the fact that they have provided the lowest responsible quote, staff recommends the City Council award the professional services agreement to Advanced Systems Group.
FISCAL ANALYSIS
The total project cost is $232,381.00 ($202,070.00 and 15% contingency $30,311.00). The City Council Adopted Budget for Fiscal Year 2015/2016 includes $200,000.00 for Server Room Consolidation/Relocation in the Capital Improvement & Acquisition Fund (42080000.730100.PF009). The remaining $32,381.00 is in the Police Department’s Asset Seizure Fund (41640454).
RECOMMENDED MOTIONS
That the City Council:
1) Approve a Professional Services Agreement with Advanced Systems Group to relocate the Police Department’s existing server/network rooms to another location within the Department in an amount not-to-exceed $232,381.00 ($202,070.00 project cost and $30,311 in contingency authority); and,
2) Authorize the City Attorney to review/prepare the necessary documents; and,
3) Authorize the City Manager to execute such documents on behalf of the City; and,
4) Authorize the Chief of Police to execute amendments to the Professional Services Agreement in an amount not-to-exceed $30,311 if deemed necessary.