TITLE
Recommendation to adopt Specifications No. ITB TI 15-112 and award a contract to En Pointe Technologies Sales, LLC, of Gardena, CA, to renew existing Cisco SMARTnet maintenance and support for the City's network equipment in an annual amount not to exceed $209,000, for a period of two years, with the option to renew for two additional one-year periods, at the discretion of the City Manager. (Citywide)
DISCUSSION
City Council approval is requested to enter into a contract with En Pointe Technologies Sales, LLC, to provide Cisco SMARTnet maintenance and support for the City's voice and data network equipment. En Pointe is a Cisco authorized reseller that provides Cisco maintenance contracts. The agreement allows the City access to Cisco's Technical Assistance Center (TAC). The TAC will give staff the technical support for maintain, diagnose and repair the core switchers and routers that connect the City's PC's, VOIP phones and applications servers to the network.
The City currently has a substantial investment in Cisco technology that supports the City's critical voice and data network infrastructure. This equipment connects the City's Data Center and the networking equipment at the Emergency Communications and Operations Center (ECOC) to ensure network access to Citywide applications and other resources on the network.
The bid was advertised in the Press-Telegram on June 13, 2015, and 4,810 potential bidders specializing in professional, scientific, architectural, technical services, technology hardware, software and services were notified of the bid opportunity. Of those bidders, 46 downloaded the bid via our electronic bid system. The bid document was made available from the Purchasing Division, located on the seventh floor of City Hall, and the Division's website at www.longbeach.gov/purchasing. A bid announcement was also included in the Purchasing Division's weekly update of Open Bid Opportunities, which is sent to 30 local, minority and women-owned business groups. Six bids were received on July 1, 2015. Of those six bidders, none were Minority-owned Business Enterprises (MBEs), one was a Woman-owned Business Enterprise (WBE), one was a certified Small Business Enterprise (SBE), and none were Long Beach Businesses (Local). En Pointe Technologies Sales, LLC, of Gardena, CA, was the lowest responsible bidder.
Local Business Outreach
In an effort to align with our outreach goal, Long Beach businesses are encouraged to submit bids for City contracts. The Purchasing Division also assists businesses with registering on the Bids Online database to download bid specifications. Through outreach, 470 Long Beach vendors were notified to submit bids, of which one downloaded and none submitted a bid. The Purchasing Division is committed to continuing to perform outreach to local vendors to expand the bidder pool.
This matter was reviewed by Deputy City Attorney Amy Webber on July 27, 2015 and by Budget Management Officer Victoria Bell on July 23, 2015.
TIMING CONSIDERATIONS
City Council action to adopt specifications No. ITB TI 15-112 and award a contract concurrently is requested on August 18, 2015 to ensure that the contract is in place expeditiously.
FISCAL IMPACT
Contract costs will not exceed $209,000 a year. Sufficient funds are budgeted in the General Services Fund (IS 385) in the Technology and Innovation Department (TI) to support this activity. Costs are recovered from client departments and are budgeted through the annual Technology and Innovation Department (TI) MOU. There is no local job impact associated with this recommendation.
SUGGESTED ACTION
Approve recommendation.
Respectfully Submitted,
BYRAN M. SASTOKAS
DIRECTOR OF TECHNOLOGY AND INOVATION
JOHN GROSS
DIRECTOR OF FINANCIAL MANAGEMENT
APPROVED:
PATRICK H. WEST
CITY MANAGER