CITY OF SAN MATEO
CITY OF SAN MATEO
Agenda Report
City Hall
330 W. 20th Avenue
San Mateo CA 94403
www.cityofsanmateo.org
Agenda Number: 12 Section Name: {{section.name}} Account Number: 10-2121 File ID: {{item.tracking_number}} TO: City Council
FROM: Alex Khojikian, City Manager
PREPARED BY: Information Technology Department
MEETING DATE: February 20, 2024
SUBJECT:
Network Hardware Replacement – Purchase
RECOMMENDATION:
Adopt a Resolution to approve an alternative purchasing procedure and approve a Master Purchasing Agreement with CDW Government, LLC (CDW-G) for the purchase of network switches in the amount of $328,484.49; and authorize the Director of Information Technology to execute the agreement in substantially the form presented.
BACKGROUND:
Network switches are the foundation of the City’s technology infrastructure. In addition to computers, telephones, and copiers, every wireless access point, video camera, or any of the growing number of Internet of Things (IoT) devices on any City site depends on network switches. The City’s strategy is to replace network switches after seven years of service to mitigate maintenance issues and support problems, and to keep equipment within industry standards. The network hardware replacement fund is based on this amortization schedule. On September 6, 2016, Council approved the previous cycle of network switches. This purchase agreement represents a continuation of these established technology replacement purchasing practices.
Staff obtained a quotation for the proposed purchase through a purchasing cooperative known as Sourcewell Cooperative Purchasing (Sourcewell). Sourcewell contracts allow participants to pay less through competitively solicited, evaluated, and awarded contracts that leverage the cooperative buying power of local government agencies. Leveraging Sourcewell results in a net savings of 61% over the list price of $848,969 on this purchase. Purchasing from CDW-G, through Sourcewell, is recommended because of CDW-G’s quality of its customer support and services. The quotation from CDWG is provided for reference. In addition, the continued use of Juniper brand products is recommended due to Juniper’s rich feature set including unrivaled network intelligence, which will substantially contribute to proactive problem resolution and security. City staff is experienced with Juniper products which greatly reduces the need and expense of outside expertise for installation and maintenance and further reduces costs.
San Mateo Municipal Code section 3.60.070(h)(3) provides that the City may use any purchasing procedures approved by the City Council if the City Council makes a finding concurrent with the award of the contract that the procedures are in the best interest of the City. The Sourcewell procurement service offers competitively priced contracts for goods and services, avoiding costs normally associated with the development of highly technical bid specifications, while assuring that competitive prices were received. Based on the above, staff recommends approving the purchase of network equipment pursuant to the Master Purchasing agreement with CDW-G in the amount of $328,484.49.
BUDGET IMPACT:
Funds have been accrued and are available through the Network Hardware Replacement Fund for this purchase. The total amount of the purchase will be $328,484.49.
CITY OF SAN MATEO
ENVIRONMENTAL DETERMINATION:
This Council action is not a project subject to CEQA, because it can be seen with certainty that there is no possibility the purchase of network equipment may have a significant effect on the environment. (CEQA Guidelines Section 15061(b)(3).)
NOTICE PROVIDED
All meeting noticing requirements were met.
ATTACHMENTS
Att 1 - Proposed Resolution
Att 2 – CDW-G Pricing Quote
STAFF CONTACT
Steve Engle, Systems and Network Manager
[email protected]
(650) 522-7062
Pete Owen, Director, Information Technology
[email protected]
(650) 522-7074