CITY COUNCIL ACTION REQUEST
Department(s):
Finance
CEQA:
Not a Project, File No.
PP17- 003, Agreements/
Contracts (New or
Amended) resulting
in no physical changes to
the environment
Coordination:
Airport Department, City
Attorney’s Office, and
City Manager’s Budget
Office
Dept. Approval:
/s/
Julia H. Cooper
Council District(s):
District 6
CMO Approval:
2/13/23
SUBJECT: ACTIONS RELATED TO PURCHASE ORDERS WITH NETSYNC NETWORK SOLUTIONS, INC. FOR CISCO SMARTNET MAINTENANCE AND SUPPORT
SERVICES
RECOMMENDATION:
Adopt a resolution authorizing the City Manager to:
(a) Amend purchase order PO 82953 with Netsync Network Solutions, Inc. (Houston, TX) for Cisco SMARTnet maintenance and support services for the San José Mineta International Airport to increase compensation by $343,257 for a revised maximum compensation of $500,000 for the option term ending on December 15, 2023.
(b) Exercise up to two additional one-year options to extend the term of the purchase order through December 15, 2025, or as may be adjusted to align with the maintenance and support renewal term, subject to the appropriation of funds.
Desired Outcome: Authorizing the City Manager to take this action provides maintenance and support services to the Airport to facilitate management and maintenance of its Cisco network infrastructure.
BASIS FOR RECOMMENDATION:
Cisco SMARTnet® maintenance and support services are essential to maintaining the Airport Department’s integrated network comprised of Cisco® routers, switches, software, and licenses that support the Airport’s local area network, wide area network, and internet protocol telephony/voice for its staff, airlines, tenants, and partners. The SMARTnet services include technical/troubleshooting support, operating system and security patches, advanced hardware replacements, as well as extensive self-help and knowledgebase resources for Airport staff.
In October 2020, the Finance Department issued a Request for Bid (RFB) on behalf of the Airport for Cisco SMARTnet maintenance and support services. The City received six responsive bids prior to the RFB submittal deadline. One bidder (Aplena, Inc.) requested and received the local and small business enterprise preference for its office located in Santa Clara County. Based on the bid results, a notice of intended award was issued on November 24, 2020 recommending award to Netsync Network Solutions, Inc. as the lowest priced, responsive, and responsible bidder. No protests were received. The City subsequently issued purchase orders to Netsync Network Solutions under the City Manager’s authority for the initial one-year term and two one-year options, with the current option term to end on December 15, 2023.
Staff originally anticipated total purchases for the initial term and four options would remain below the City Manager’s contracting authority. However, the Airport added more switches and software over the last several years than originally contemplated in the bid that require these maintenance and support services. City Council authorization is required to increase the current purchase order and exercise the last two option terms.
COUNCIL AGENDA: 2/28/23
FILE: 23-262
ITEM: 2.13
Approval of this recommendation authorizes staff to amend the current purchase order and exercise up to two additional options with Netsync Network Solutions, Inc. to provide the Airport with sufficient Cisco SMARTnet maintenance and support services to manage and maintain its Cisco network infrastructure.
Climate Smart San José: The recommendation in this memorandum has no effect on Climate Smart San José energy, water, or mobility goals.
Commission Recommendation/Input: There is no commission recommendation or input associated with this action.
This City Council item is consistent with the City’s 2022-2023 Adopted Operating Budget, specifically the Service Delivery Framework for the City Service Area pertaining to Transportation and Aviation Services to:
1) Provide Safe and Secure Transportation Systems; 2) Provide Viable Transportation Choices that Promote a Strong Economy; and 3) Travelers Have a Positive, Reliable and Efficient Experience.
COST AND FUNDING SOURCE:
Fund
#
Appn
# Appn Name
Total
Appn
Amt. for
Contract
2022-2023
Adopted Operating
Budget Page
Last Budget
Action (Date,
Ord. No.)
523 0802 Non-Personal/Equipment $51,142,505 $500,000 948 06/21/2022, 30790
FOR QUESTIONS CONTACT: For procurement- and contract-related questions, please contact Luz Cofresí-Howe, Assistant Director of Finance, at [email protected]. For program-related questions, please contact Judy Ross, Assistant Director of Aviation, at [email protected].