HomeMy WebLinkAbout2010-158-1340 - Agreement with CDW Government LLC
1515 NW 167 Street, Building 5 Suite 200 Miami Gardens, Florida 33169 City of Miami Gardens Agenda Cover Memo Council Meeting Date: September 22, 2010 Item Type: (Enter X in box) Resolution
Ordinance Other X Fiscal Impact: (Enter X in box) Yes No Ordinance Reading: (Enter X in box) 1st Reading 2nd Reading X Public Hearing: (Enter X in box) Yes No Yes No X X Funding Source:
General Funds – Information Tech. Advertising Requirement: (Enter X in box) Yes No X Contract/P.O. Required: (Enter X in box) Yes No RFP/RFQ/Bid #: ITN# -09-10-072 Server and Virtualization
Consolidation X Sponsor Name Dr. Danny O. Crew, City Manager Department: Information Technology Short Title: A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MIAMI GARDENS, FLORIDA, AUTHORIZING
THE CITY MANAGER TO NEGOTIATE AND EXECUTE THAT CERTAIN AGREEMENT WITH CDW GOVERNMENT, LLC FOR THE PURCHASE OF COMPUTER SERVERS IN AN AMOUNT NOT TO EXCEED ONE HUNDRED TWENTY SIX THOUSAND,
SEVEN HUNDRED DOLLARS ($126,700.00) FOR PHASE ONE, ONE HUNDRED TWENTY SIX THOUSAND, SEVEN HUNDRED DOLLARS ($126,700.00) FOR PHASE TWO AND ONE HUNDRED FORTY THOUSAND, FOUR HUNDRED EIGHTY
NINE AND 20/100 ($140,489.20) FOR PHASE THREE, RESPECTIVELY; PROVIDING FOR THE ADOPTION OF REPRESENTATIONS; PROVIDING AN EFFECTIVE DATE. Staff Summary: Background: As the City of Miami
Gardens and the Police Department operations have grown, so too has the amount of data that must be stored on the City’s network. Currently, storage is primarily on site at City Hall
and is kept on several individual servers. As the data on each server is specific to its function, it creates many “single points of failure.” The Information Technology Department implemented
systems to back up and ITEM J-5) CONSENT AGENDA RESOLUTION Agreement with CDW Government
1515 NW 167 Street, Building 5 Suite 200 Miami Gardens, Florida 33169 duplicate many of the critical servers, but if the primary server goes down, it takes manual intervention to restore
service, which (in many cases) has caused long periods of outages. Technology has improved, now servers can be “virtualized” so that more than one kind of data can be stored on a single
server. This created a inherent backup system so that if one server goes out, the backup server automatically kicks in, making the outage transparent to the user and ensuring less productivity
loss due to technology outages. In an effort to tackle both the storage issue for keeping more data, and the redundancy issue to assure that data is up and available 99.9% of the time,
the City issued a solicitation for Virtualization and Storage. The specification issued was for one bidder to provide the services and equipment for a 3-phase deployment. The first phase
is to implement the solution at the Police Department, the second phase is to implement the solution at the City Hall and the third phase is to implement the solution at a Disaster Recovery
site. The ITN #09-10-072 broadcast on June 29, 2010, with notices sent to 951 vendors. Thirty-seven (37) proposal packages were requested. A mandatory pre-proposal meeting was held on
July 12, 2010, (7) seven vendors attended. The proposals were opened July 30, 2010. Two (2) proposals were received and publicly read for Server Virtualization & Storage Consolidation.
A copy of the proposal documents and submittals are available at the Assistant to the Mayor and Council’s office for review. The selection/evaluation committee consisted of: Ronald McKenzie,
Information Technology Director; Ricardo Castillo, Application Systems Manager; Tristan Lattibeaudiere, Application Systems Manager; and Min Wang, City Consultant. Each committee member
was provided the evaluation ranking sheet, proposals, copy of the solicitation and instructions as to the ranking process. The ranking sheets were returned to procurement on August 6,
2010. At which time the scores, excluding cost, were combined and totaled. A committee meeting was held on August 17, 2010 to tabulate and discuss the proposers cost estimates, reference
questions, and to determine if meetings with the vendors were needed. The committee held meetings with the companies on August 31, 2010. Upon conclusion of the meetings the evaluation
committee independently ranked the companies and submitted the forms to Procurement for the final tabulation. The proposals received were: Company CDW Government, LLC United Data Technologies
The total price for phase one will not exceed $126,700, the total price for phase two will not exceed $126,700 and the total price for the third phase will not exceed $140,489.20. The
prices are fixed. Phase one will begin in FY 10 and the other two phases will be implemented one at a time in FY 11 and FY 12 based on Council approval of the budget.
1515 NW 167 Street, Building 5 Suite 200 Miami Gardens, Florida 33169 Proposed Action: It is recommend that the Council approve the resolution authorizing the City Manager and City Attorney
to negotiate and execute an agreement for the expenditure of the following amounts not to exceed $126,700 in FY 10 for phase one, $126,700 for phase two and $140,489.20 for phase three
for Virtualization and Server Consolidation via SAN storage to CDW Government, LLC located in Vernon Hills, IL. Attachment: Attachment A – Evaluation Ranking Sheet
CITY OF MIAMI GARDENS PROCUREMENT DEPARTMENT EVALUATION RANKING SHEET ITN# 09-10-072 SERER VIRTUALIZATION & STORAGE CONSOLIDATION July 30, 2010 By signing this form as an Evaluator,
I certify that I have no conflict of interest Signed______________________________ Dated:_____________________ Company Proposer addresses requirements in Sec 4 &Sec 3 (max 120 pts) Statistical
data & pertinent information relative to repairs, mean time to failure, DOA, lifespan of hardware & platform flexibility (max 100 pts) Total Price (max 100 pts) Background & experience
of personnel assigned to City project (max 40 pts) Firm(s) located in CMG (max 20 pts.) Firm donate local schools (max. 20 pts) Total (max. 400 pts.) CDW.G, Vernon Hills, IL 111 97 87
39 0 0 334 UDT, Doral , FL 79 76 100 24 0 0 279 Comments: No Bid was received from DSM, Lakeland, FL