City Council
Report
City Council Meeting: November 11, 2024
Agenda Item: 5.K
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To: Mayor and City Council
From: Feroz Merchhiya, Chief Information Officer, Information Services Department Subject: Approval of Agreement with Logicalis, Inc. for Cisco Software Licenses, Equipment, and Related Support and Maintenance.
Recommended Action
Staff recommends that the City Council:
1. Adopt a finding of no possibility of significant effect pursuant to Section 15061(b)(3) (Common Sense Exemption) and a finding of Categorical Exemption pursuant to Section 15302 of the California Environmental Quality Act (CEQA) Guidelines;
2. Authorize the City Manager to negotiate and execute and agreement with Logicalis, Inc., for Cisco software licenses, equipment, and related support and maintenance for the Information Services Department. This recommended award is made as an exception to the competitive bidding process pursuant to Municipal Code Section 2.24.250 (c) and is for a total amount not to exceed $5,695,000 over a five-year term, with future year funding contingent on Council budget approval.
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Executive Summary
The City’s telecommunications network and communication tools, including Cisco Webex, VOIP telephone systems, and network equipment, are essential for effective City operations. Maintaining up-to-date equipment and services is critical for ensuring seamless communication, collaboration, and network reliability and security for City staff and public services. This agreement covers Cisco Webex subscription licenses, the replacement of aging VOIP telephone equipment, and Cisco network equipment over the next five years.
Staff seeks approval to enter a five-year agreement with Logicalis, Inc. for these services, allowing purchase orders to be issued as needed for software licenses, equipment, and related support and maintenance. The contract is for a total amount not to exceed $5,695,000.
Discussion
The City’s network supports its data and telecommunications systems, facilitating critical operations. Cisco Webex and customer contact center systems are integral to daily collaboration and communication for the public, City staff, especially in remote and hybrid work environments. Additionally, the City’s Cisco VOIP telephone systems and network equipment require regular replacement and updates to ensure they function reliably and meet the City’s operational needs.
In FY 2024-25, the proposed agreement will cover Cisco Webex subscription licenses (estimated $436,800), replacement of Cisco VOIP telephone equipment (estimated $131,400), Cisco equipment maintenance and support renewal (estimated $339,700), and the replacement of other necessary Cisco equipment as it fails or becomes outdated (estimated $386,100), which total the FY 2024-25 agreement request of $1,294,000.
The total not to exceed amount of $5,695,000 covers the estimated cost of 5 years of Cisco Webex subscription licenses, 5 years of Cisco equipment maintenance and support renewal, and the cost of upgrading and licensing 50 Cisco switches over 5 3 of 5
years. Also reflected in the total not to exceed amount of $5,695,000 is the estimated cost to refresh and license an estimated 500 Wireless Access Points (WAP) over 5 years, and the replacement of Cisco VOIP telephone equipment, which is projected to completion in FY 2026-27.
By establishing this five-year agreement with Logicalis, Inc., the City can streamline the procurement process for Webex licenses, VOIP telephone equipment, and Cisco network equipment, issuing purchase orders as needed. This will ensure timely maintenance and support, updates and replacements, minimizing potential service interruptions and network outages.
Vendor Selection
Exception to Competitive Bidding
Staff recommends Logicalis, Inc. as the vendor for Cisco software licenses, equipment, and related support and maintenance as needed based on Municipal Code 2.24.250(c).
Logicalis, Inc. is an authorized reseller of Cisco equipment, and the City intends to piggyback on IFB 0284, which was conducted and awarded by the Los Angeles Department of Water and Power (LADWP). This ensures competitive pricing for the City.
c. Competitive procedures were followed by a governmental agency, including a federal, state, county, city, joint powers agency, special district, or cooperative purchasing agency consisting of one or more such agencies, that are equivalent to the procedures set forth in this Chapter, and the goods or services are supplied to the City at the same or better price as the price obtained by that agency;
Environmental Review
The proposed agreement with Logicalis, Inc. to provide Cisco licenses, and related support is exempt from the California Environmental Quality Act (CEQA) pursuant to Section 15061(b)(3) (Common Sense Exemption) of the CEQA Guidelines, which states that CEQA does not apply, “where it can be seen with certainty that there is no possibility that the activity in question may have a significant effect on the environment.” Cisco licenses and related support are programmatic in nature and would not result in adverse physical effects on the environment, so therefore, are exempt from CEQA. 4 of 5
The proposed agreement with Logicalis, Inc. to provide Cisco equipment and related support 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 being replaced and will have substantially the same purpose and capacity as the replaced structure. The proposed agreement will allow for the issuance of purchase orders as needed for the purchase of replacement equipment to support the City’s network Infrastructure, customer contact center and telecommunications. Therefore, the agreement for replacement of the optical network is exempt from CEQA pursuant to Section 15302.
Financial Impacts and Budget Actions
Staff seeks authority to approve available funding from various funds to execute an agreement with Logicalis, Inc. for Cisco software licenses, equipment, and related support and maintenance as needed. The cost of department-specific network infrastructure projects is charged to each department or applicable CIP account, as needed.
Agreement Request
FY 2024-25 Request
Amount
Future Years
Amount
Account
Number(s)
Total Contract
Amount
$1,294,000 $4,401,000 Various $5,695,000
Future year funding is contingent on Council budget approval. 5 of 5
Prepared By: Sarkis Metspakyan, Infrastructure and Cloud Services Manager Approved Forwarded to Council
Attachments:
A. Levine Act Disclosure Form Logicalis
B. OAKS INITIATIVE FORM Logicalis