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Agenda Report
July 17, 2023
TO: Honorable Mayor and City Council
FROM: Department of Information Technology
SUBJECT: AUTHORIZATION TO ENTER INTO A CONTRACT WITH IMPEX TECHNOLOGIES, INC. FOR THE PURCHASE OF NUTANIX SERVER
NODES FOR THE CITY'S BUILDING SECURITY MANAGEMENT AND
ACCESS CONTROL SYSTEM
RECOMMENDATION:
It is recommended that the City Council:
1. Find that this action is exempt from the California Environmental Quality Act ("CEQA") pursuant to State CEQA Guidelines per Section 15061 (b) (3), the "common sense" provision that CEQA only applies to projects that may have an effect on the environment; and
2. Accept the bid dated June 5, 2022, submitted by Impex Technologies, Inc. in response to the specifications for the purchase of Nutanix 1 Node for server and data storage expansion for the building security management and access control system, reject all other bids received, and authorize the City Manager to enter into a contract with a total not-to-exceed amount of $95,752, which includes a base contract amount of $87,048 and a ten-percent contingency. fBACKGROUND:
The City owns and maintains critical assets across many facilities that need to be protected and secured. Security at these facilities is also paramount for employee and public safety. In FY 2016, an Enterprise Building Security Management (BSM) Capital Improvement Program (CIP) project was created to provide a citywide enterprise standard for facilities access control and security camera systems. The project was fully funded in FY 2020,and the BSM program is currently managed by the Department of Information Technology (DolT). To date over $6.3 million has been appropriated for various BSM initiatives, which have been implemented at over 20 City facilities including the City Hall, Police, Public Health, and Hale buildings, community centers, libraries, parks, and public utility sites among others. The objective of these investments is to MEETING OF_Q7/17/2023_AGENDA ITEM NO.5
Contract Authorization with Impex Technologies for Nutanix Server Nodes July 17, 2023
secure City assets and resources, safeguard against loss, improve facilities' access management controls and limit public access to staff areas.
New installations, as well as modernization of existing BSM equipment, are currently in progress or planned at over 30 additional locations in the next three years. These installations will increase the number of security cameras on the system by nearly 85% to over 500 cameras, as well as add close to 50 access control readers, bringing that total to over 250 citywide. Given both the recent and projected growth, there is an immediate need to increase the data storage and computing capacity of the City's Nutanix server and data storage infrastructure that supports the BSM infrastructure.
This expansion will ensure data is collected and stored in accordance with various retention policies, as well as provide resiliency and redundancy of the service.
Therefore, DolT staff prepared bid specifications for this project. Bids were requested and received in accordance with Section 4.08.070 of the Pasadena Municipal Code. On May 15, 2023, a Notice Inviting Bids for the purchase of Nutanix 1 Node was published in the Pasadena Press and Pasadena Journal. The invitation was also published on OpenGov, which generated notices to alt vendors previously registered with the City for this type of product category. A total of 18 vendors downloaded the bid specifications, of which none were local. The following two bids were received by the submission deadline of June 9, 2023, as follows:
BidderAmount
1. Impex Technologies, Inc.
2. vPrime Tech, Inc.
El Segundo, CA
Houston, TX
$ 87,048
$175,738
Impex Technologies, Inc. was the lowest responsible and responsive bidder that met all requirements of the specification. Staff recommends that the City Council authorize a contract for the purchase of the Nutanix server and data storage nodes to Impex Technologies, Inc. in an amount not to exceed $95,752.
A breakdown of the contract is as follows:
Base Bid $87,048
Contingency Allowance (10%) $ 8,704
Contract Not-to-Exceed Amount $95,752
Since FY 2016, the City has contracted with Impex Technologies, Inc. through various formal and informal competitive bid and selection opportunities and has expended approximately $2,256,000 with them over that time. There are currently no open purchase orders or contracts.
COUNCIL POLICY CONSIDERATION:
The proposed contract supports the City Council's strategic goal to improve, maintain and enhance public facilities infrastructure; to provide a high quality of public service, Contract Authorization with Impex Technologies for Nutanix Server Nodes July 17, 2023
which add to the quality of life in the City and increases its attractiveness through more efficient management of resources.
ENVIRONMENTAL ANALYSIS:
The proposed contract is exempt from the CEQA pursuant to State CEQA Guidelines Section 15061 (b)(3), the "common sense" provision of CEQA (formerly the general rule), which applies to projects which may have the potential for causing a significant effect on the environment. The proposed action will not result in any new development or physical changes.
FISCAL IMPACT:
The total cost of this action will be $95,752. Funding for this action will be addressed by the utilization of existing budgeted appropriations of approximately $26,000 in Capital Improvement Program project #71163 (Enterprise Building Security Management) and the remaining amount from Capital Improvement Program project #71165 (DolT Equipment Lifecycle Replacement FY 2020 - FY 2024). It is anticipated that the entire amount will be spent in FY 2024. There are no indirect or support costs anticipated as a result of this contract award.
Respectfully submitted,
<x^-^-—
PHILLIP LECLAIR
Chief Information Officer
Department of Information Technology
Prepared by:
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Kenneth Gurwell
IT Supervisor
Department of Information Technology
Approved by:
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G f. MARQUEZMIGl
City Manager