Agenda Report
Fullerton City Council
MEETING DATE: OCTOBER 15, 2024
TO: CITY COUNCIL / SUCCESSOR AGENCY
FROM: ERIC LEVITT, CITY MANAGER
PREPARED BY: KIM CHAUDHRY, SENIOR ADMINISTRATIVE ANALYST SUBJECT: PURCHASE ORDERS FOR IT CAPITAL PROJECTS FOR PHONE SYSTEM UPGRADE AND PC / LAPTOP / MDT REFRESH
SUMMARY
Staff request approval to proceed with two critical IT capital projects essential to modernize City technology infrastructure, improve service delivery and increase operational efficiency.
PROPOSED MOTION
Approve a Purchase Order with Dell Financial Services to add 81 PCs for the PC Refresh Project and authorize City Manager, or designee, to execute related documents, in a form approved by the City Attorney.
Approve a Purchase Order with CDCE, Inc. to purchase 78 MDTs for the PC Refresh Project and authorize City Manager, or designee, to execute related documents, in a form approved by the City Attorney.
Approve a Purchase Order with Glass Box Technology, Inc. as an equipment reseller to purchase equipment for the Phone System Upgrade Project and authorize City Manager, or designee, to execute related documents, in a form approved by the City Attorney.
Approve Purchase Orders with Glass Box Technology, Inc. for professional services to migrate the City on-premise phone system to the Cisco Webex Calling cloud-based phone system (Phone System Upgrade Project) and the PC Refresh Project.
ALTERNATIVE OPTIONS
Approve the Proposed Motion
Other options brought by City Council.
STAFF RECOMMENDATION
Staff recommends the Proposed Motion.
CITY MANAGER REMARKS
The City Manager recommends approval.
BUDGET POLICY PRIORITY STATEMENT
This item matches the following Budget Policy Priority Statements:
Fiscal and Organizational Stability
Infrastructure and City Assets.
FISCAL IMPACT
The anticipated cost for PC Refresh Project equals $787,571.10 with a $804,008.50 total project budget. The annual cost to add 81 PC replacements to the lease program equals $30,435.75 including taxes with a total $97,786 cost over an initial 36-month (three-year) term. The cost to engage Glass Box Technology, Inc. to setup and deploy 81 leased PCs and 78 purchased MDTs totals $197,248. Staff esitmates costs for the 78 MDTs at $487,000.
The cost for the Phone System Upgrade Project totals $666,486.06. This includes the $110,236.06 cost for migration to Cisco’s Webex Calling cloud-based phone system and for the $556,250 cost for Glass Box Technology, Inc. project implementation services.
General Fund (Fund 10) supports these IT Projects as well as allocated costs to other funds in the Fiscal Year 2024-25 Adopted Budget in the Information Technology Fund (Fund 68).
DISCUSSION
The City phone system is outdated and no longer supported by the manufacturer. The system can no longer receive feature or security updates. Staff proposes mitgrating to Cisco Webex Calling to ensure more reliable, scalable and modern communication capabilities. Webex Calling would enhance collaboration, remote work functionality and long-term cost efficiency. Staff requests approving a purchase order to procure Cisco equipment through Glass Box Technology, Inc., an authorized IT equipment, hardware and services reseller.
The City PC / Laptop / MDT refresh will start the next cycle to maintain updated technology environment and replace aging hardware across City departments, ensuring continued productivity, security and service reliability. The City has a lease agreement with Dell and would add 81 PCs and laptops to this lease. The City would procure 78 MDT devices from CDCE through a cooperative purchasing agreement under NASPO or OMNIA pricing in accordance with City purchasing policies.
The City has a Professional Services Agreement with Glass Box Technology, Inc. for IT staff augmentation services. Their extensive knowledge of the City IT infrastructure and proven track record of project management uniquely positions them implement these projects efficiently. Their technical expertise in Cisco products and services and hardware refresh projects ensures they will deliver the phone system migration and the hardware upgrades on time and within the approved budget. Staff attached Glass Box Technology, Inc. Statements of Work for both projects (attachments 4 and 5).
Migrating to the Cisco Webex Calling phone system and the Fiscal Year 2024-25 PC / Laptop / MDT would modernize City technological capabilities, enhance operational efficiency and future-proof IT infrastructure.
Attachments:
Attachment 1 – Dell Financial Services Lease Quote
Attachment 2 – CDCE, Inc. quote for mobile data terminals (MDTs) Attachment 3 – Glass Box Technology, Inc. Statement of Work for professional services for the refresh of PCs, laptops, and Mobile Data Terminals (MDTs) for Fiscal Year 2025 Attachment 4 – Glass Box Technology, Inc. quote for equipment needed for the migration to the Cisco Webex Calling phone system Attachment 5 – Glass Box Technology, Inc. Statement of Work for professional services for the migration of the Cisco Webex Calliing phone system cc: City Manager Eric J. Levitt
IT Capital Projects
October 15, 2024 - Page 2