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Agenda Report
December 16, 2024
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TO: Honorable Mayor and City Council
FROM: Water and Power Department
SUBJECT: AUTHORIZE THE CITY MANAGER TO ENTER INTO A CONTRACT WITH IMPEX TECHNOLOGIES, INC. FOR NUTANIX SERVER NODES FOR A TOTAL NOT-TO-EXCEED AMOUNT OF $879,914 FOR THE WATER AND
POWER DEPARTMENT
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;
2. Award contract to the lowest and best bid dated August 21,2024,submitted by Impex Technologies, Inc. ("Impex") in response to the project plans and specifications for Nutanix service nodes, authorize the City Manager to enter into a five-year contract for an amount not-to-exceed $879,914, which includes the base contract amount of $838,013 and a contingency of $41,901 to provide for any necessary change orders; and
3. Authorize the City Manager to approve no-cost amendments to the subject contract, including durational extensions.
BACKGROUND:
Pasadena Water and Power Department ("PWP") currently operates a hardware solution that combines storage, computing, and networking into a single system. This platform hosts two hundred virtual servers in two locations that sustain mission-critical files, printers, and key applications such as the Outage Management System, Geographic Information System, Energy Trading and Risk Management System, building access control, and shori;-term security camera recordings.
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MEETING OF.12/16/2024AGENDA ITEM NO..3
Contract Award - Impex Technologies, Inc.
December 16, 2024
In partnership with the Department of Information Technology ("DolT"), PWP plans to migrate its existing server infrastructure platform to the Nutanix solution. Migrating to a single technology platform will simplify infrastructure, reduce maintenance costs, and enhance scalability while fostering collaboration between the two departments.
Nutanix delivers centralized management of the entire server infrastructure, streamlining monitoring, management, support, and troubleshooting processes. Additionally, the platform provides cost efficiencies, enhanced performance and reliability, and more robust security.
This implementation includes migrating eight servers to the Nutanix platform, along with warranty and maintenance for the new infrastructure. Staff from DolT and PWP prepared the necessary specifications, and a Notice Inviting Bids was published in the Pasadena Press on July 25, 2024. The bid solicitation was posted on the City's website via OpenGov from July 25 to August 21, 2024. The electronic posting generated notices to more than 3,226 vendors, including 273 local vendors, and documents were downloaded by 23 vendors. The City received a single responsive bid from Impex, based in El Segundo, California.
This bid specification, developed by DolT engineers, has a total retail price of $1,124,011.
Only one responsive bid of $838,013 was received, which is $240,998, or 25% under the list price. The bid results are shown below in Table I.
Table I: Bid Summary
Bidder NameOffice LocationBid Amount
Impex Technologies INC.Et Segundo, CA$838,013
The bid submitted by Impex meets all requirements of the specifications. The City of Pasadena has awarded 43 contracts to Impex since 2015 for a total amount of $2.4 million. It is therefore recommended that a contract be awarded in the amount of $838,013 for the products and services defined in the specifications.
Contract Award - Impex Technologies, Inc.
December 16, 2024
COUNCIL POLICY CONSIDERATION:
The proposed contract is consistent with the City Council's goals to maintain fiscal responsibility and stability.
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 contract, including contingency, is $879,914. Funding for this action will be addressed by the utilization of existing and future appropriations in the Power Capital Fund (411) Management Information Systems (03239), Water Capital Fund (412) Management Information Systems (01083) CIP budgets, Power Operating Fund (401), and Water Operating Fund (402). It is anticipated that $505,417 will be expended in FY 2025. The contract summary and costs are shown in Tables II and III below. There is no impact to the General Fund.
Table II: Bid Summary
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Base Bid - Hardware/Software/Services$369,891
Base Bid - Software Subscription (5 Yrs.)$468,122
Contract Contingency$41,901
Total Fiscal Impact$879,914
Contract Award - Impex Technologies, Inc.
December 16, 2024
Table III: Summary of Fiscal Impact
Fiscal
Year
Operating
Power
Capital
Water
Power
(CIP 03239)
Water
(CIP 01083)
Total
FY 2025$60,856 | $32,768$267,666$144,128$505,418
FY 2026$60,856 | $32,768$0$0$93,624
FY 2027$60,856 | $32,768$0$0$93,624
FY 2028$60,856 | $32,768$0$0$93,624
FY 2029$60,856 | $32,768$0$0$93,624
Total$304,280 | $163,840$267,666$144,128 | $879,914
Respectfully submitted,
DAVID M. REYES
Interim General Manager
Water and Power Department
Prepared by:Concurred by:
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'3eremy Marquette
Assistant General Manager
Water and Power
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PHILLIP LECLAIR
Chief Information Officer
Department of Information Technology
Approved by:
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^RQUEZ
City Manager