City Council
Report
City Council Meeting: September 10, 2024
Agenda Item: 5.E
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To: Mayor and City Council
From: Feroz Merchhiya, Chief Information Officer, Information Services Department Subject: Award Bid to VarData LLC for replacement and support services of the City's optical network infrastructure
Recommended Action
Staff Recommends that the City Council:
1. Adopt a finding of Categorical Exemption pursuant to Section 15302 of the California Environmental Quality Act (CEQA) Guidelines;
2. Award Bid #4487 to VarData LLC to provide replacement with care support of the City’s aging optical network infrastructure with a Juniper MPLS routed network for the Information Services Department;
3. Authorize the City Manager to negotiate and execute an agreement with VarData LLC, in an amount not to exceed $297,624 (including a $27,057 contingency), for five years, with future year funding contingent on Council budget approval.
Summary
The City of Santa Monica’s Information Services Department, through its Community Broadband Division, has built a fiber network known as Santa Monica CityNet. This network provides voice, video, and data services to City facilities, businesses and Santa Monica residents. However, the current equipment supporting this network uses Dense Wavelength Division Multiplexing (DWDM) technology, which has become outdated and is no longer supported by the manufacturer leaving the City at risk of network failures and service interruptions.
To maintain reliable service delivery, the City needs to replace the old equipment and upgrade the network. The new system will use Multiprotocol Label Switching (MPLS) technology, which is faster, more reliable, and better suited to meet the City’s growing demand for data and communication services.
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Staff seeks City Council approval to award a bid and enter into a firm-fixed (fixed-price) agreement with VarData LLC in a total amount not to exceed $297,624, which includes a 10% contingency. This contract will cover the purchase of new network equipment, associated licensing, products, and services and support for a five-year period.
Discussion
Currently, Santa Monica CityNet relies on a fiber network that connects Santa Monica’s Main Library datacenter and two different offsite facilities. The equipment at these locations, which consists of Juniper BTI switches using DWDM technology, has been effective in managing multiple connections over the fiber network. However, this equipment is now aging and unable to receive maintenance support from the manufacturer. This means that any failures could lead to significant disruptions, particularly for critical services like 911.
To address this issue, the City needs to replace the outdated DWDM equipment with new routers and upgrade the network to a 400GbE system using MPLS technology.
This upgrade will significantly enhance the network’s performance by providing faster and more reliable connections, ensuring the City’s infrastructure can meet both current and future demands.
In May 2024, the City issued a Notice Inviting Bids for the replacement and support of its network equipment. A panel of subject matter experts from the Information Services Department evaluated the proposals and selected VarData LLC based on their cost, experience, and ability to fulfill the City’s requirements.
VarData LLC will install the new Juniper devices, configure the connections between the Main Library and the offsite facilities, and migrate the current network traffic to the new system. They will also remove the old equipment, provide documentation, and ensure the new network is functioning properly.
Vendor Selection
Bidder Recommendation
Best Bidder VarData LLC
Evaluation Criteria Cost, Experience, Qualifications/Services, and References Municipal Code SMMC 2.24.180
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Bid Data
Date
Posted Posted On
Advertise In
(City Charter & SMMC)
Vendors
Downloaded
Date Publicly
Opened
5/2/2024 City's
Online
Bidding
Site
Santa Monica Daily
Press
31 6/4/2024
Best Bidder Justification
Staff recommends VarData LLC as the best bidder for replacement with care support of the City’s aging optical network infrastructure with a Juniper MPLS Routed Network to provide internet, telephone, radio, 911, Community Broadband customer service, and associated licensing, products, services and support. All of the bidders demonstrated sufficient experience, qualifications, and references, but VarData LLC offered the best overall pricing.
Environmental Review
The proposed agreement with VarData LLC to provide replacement with care support of City’s aging optical network infrastructure with a Juniper MPLS routed network is categorically exempt from the California Environmental Quality Act (CEQA) pursuant to Section 15302 (Replacement/Reconstruction) of the CEQA Guidelines. Section 15302 exempts Class 2 (Replacement or Reconstruction) projects which include the replacement or reconstruction of existing structures and facilities where the new structure will be located in the same site as the structure replaced and will have substantially the same purpose and capacity as the structure replaced. The proposed agreement replaces an established, existing BTI DMDW optical network that has reached end of life with a new Juniper MPLS routed network. Therefore, the agreement for replacement of the optical network is exempt from CEQA pursuant to Section 15302.
Submittals Received
Vendor Pricing
VarData LLC $270,567.00
Inapple Corp $298,168.00
InTCHSolutions $349,477.73
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Financial Impacts and Budget Actions
Staff seeks authority to approve available funding from the General Fund and the Information Technology Replacement & Services Fund to award an agreement with VarData LLC to provide replacement with care support of the City’s aging optical network infrastructure with a Juniper MPLS routed network. The agreement shall be a firm-fixed contract, and includes five years of Juniper Care Next Day and Core Support, after the one-time payment for replacement, configuration, and testing.
Agreement Request
FY 2024-25
Request
Amount
CIP/Department
Account #
Total Contract
Amount
$148,812 01140006.550010 $148,812
$148,812 C7100020.689000 $148,812
$297,624 Total $297,624
Future year funding is contingent on Council budget approval.
Prepared By: John Meschyan, Broadband Services Engineer Approved Forwarded to Council
Attachments:
A. VarData OAKS 05.30.2024
B. VarData LEVINE 05.30.2024