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(1) Approval of an Agreement with ConvergeOne for the Purchase of Cisco Networking Infrastructure Equipment Replacements and Cisco SmartNet Maintenance in an Amount Not-to-Exceed $48,400; and (2) Authorize the Chief Information Officer to Approve Amendments to the Agreement in an Additional Amount Not-to-Exceed $4,840 (10% of Base Contract for Unexpected Costs).
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Meeting Date: June 24, 2019
Contact Person/Dept: Ruben Arellano/Information Technology Department
Phone Number: (310) 253-5950
Fiscal Impact: Yes [X] No [] General Fund: Yes [X] No []
Public Hearing: [] Action Item: [X] Attachments: []
Commission Action Required: Yes [] No [] Date:
Public Notification: (E-Mail) Meetings and Agendas - City Council (06/19/19); ConvergeOne Sales Representative, Chris Marquez (06/13/19)
Department Approval: Michele Williams, Chief Information Officer (06/13/19)
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RECOMMENDATION
Staff recommends that the City Council (1) approve an agreement with ConvergeOne (Eagan, MN) in an amount not-to-exceed $48,400 for the purchase of Cisco networking infrastructure components and Cisco SmartNet maintenance services; and (2) authorize the Chief Information Officer to approve amendment(s) to the agreement in an additional amount not-to-exceed $4,840 (10% of base contract for unexpected costs). These items will replace end of life units and provide maintenance support for hardware equipment located at City Hall and other City facilities.
BACKGROUND/DISCUSSION
A firewall is a network security device that monitors incoming and outgoing network traffic and decides whether to allow or block specific traffic based on a defined set of security rules. A router is hardware device designed to receive, analyze and move incoming packets to another network. It may also be used to convert the packets to another network interface, drop them, and perform other actions relating to a network. Routers can analyze the data being sent over a network, change how it is packaged, and send it to another network or over a different network.
The current firewalls and routers were installed during the Network Refresh Project in 2011. These devices have now been in service for approximately nine years and have come to the end of their serviceable life. Currently the core concentrator and edge switches are being replaced and configured with Software Defined Architecture (SDA) system which was approved by City Council on June 11, 2018. The replacement of two firewalls and two routers located at City Hall continues the effort of replacing equipment that has reached end-of-life (EOL).
The manufacturer (Cisco) discontinues systems, both hardware and software, to replace with newer more capable systems to handle increased loads, more robust security and enhanced feature sets. The present ASA5200 firewalls are EOL and need to be replaced to receive continued manufacturer support.
Cisco’s support of the City’s infrastructure is critical to maintain security through updates and software patches. Hacking and malware are used by cyber criminals to compromise networks through lack of patching or exploits found in operating software. Only the manufacturer can release patches and they will only do that for models that are not at or beyond EOL.
Replacing the firewalls and routers was planned for early 2018-19 but it was delayed until previously approved hardware replacements (concentrator core and edge switches) were deployed. Replacing key network components such as a firewalls and routers would have been intrusive and complicated in parallel with the other replacements. Additionally, it was recommended not to conduct simultaneous network implementations. Staff also deemed it prudent to hold off on the purchase of these items due to the high initial cost of a new device and wait until Cisco had refurbished units on hand. Cisco refurbished products come with the same support and hardware replacement policy as new product and allow for significant product discounts.
In remaining with the Cisco hardware and software IT will be able to leverage the acquired knowledge we have gained over the past 9 years the current system has been in use. The ASR1001-X routers and FRP 2110/2120 firewalls will complement the new network equipment installed this past year.
Pursuant to Culver City Municipal Code (CCMC) Section 3.07.045.B, this purchase is exempt from bidding requirements, as 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.
In addition, pursuant to CCMC Section 3.07.045.G, the purchase of the goods and supplies is exempted from formal competitive bidding requirements when competitive bid procedures have already been utilized by the City or another public agency or non-profit entity whose main purpose is to help public agencies make purchases. ConvergeOne is offering pricing based on the California Multiple Award Schedules (CMAS) Contract #3-15-70-2486F.
FISCAL ANALYSIS
There is sufficient funding in the FY 2018/2019 Information Technology Operations and Maintenance account no. (1012410.600200) to support this replacement expenditure. The purchase was priced via a CMAS pre-bid contract. This gives the City the best pre-negotiated price for local government entities.
ConvergeOne’s CMAS price is $48,400.00 for the replacement networking components. A contingency of $4,840.00 (10% of hardware) for implementation, cabling, or hardware modifications is requested to be authorized resulting in a total project expenditure not to exceed $53,240.00.
ATTACHMENTS
None.
MOTION
That the City Council:
1. Approve an agreement with ConvergeOne for the purchase of Cisco networking infrastructure components and Cisco SmartNet maintenance services in the amount of $48,400; and
2. Authorize the Chief Information Officer to approve amendment(s) to the agreement in an additional amount not-to-exceed $4,840 (10% of base contract for unexpected costs); and
3. Authorize the City Attorney to review/prepare the necessary documents; and
4. Authorize the City Manager to execute such documents on behalf of the City.