Title
Enterprise Storage Equipment and Services - Requirements Contract - IFB 21-026 (Ordinance S-47154)
Description
Request to authorize the City Manager, or his designee, to enter into a contract with Transource Services Corporation, doing business as Transource Computers, to purchase enterprise storage equipment and services for the Information Technology Services Department. The aggregate contract value including the option years will not exceed $5,205,074. In addition, Transource Computers is offering a trade in credit for hardware in the amount of $30,000. Further request authorization for the City Controller to disburse all funds related to this item.
Report
Summary
This contract will allow the Information Technology Services Department (ITS) to replace the City's current storage infrastructure, which is approaching 11 years of service with components that have not been supported by its manufacturer since 2018. ITS can no longer expand storage to meet City and Departmental applications. The current storage infrastructure hosts the majority of enterprise and departmental data and applications, including key financial, security, customer-facing, and departmental business systems. Data storage is a critical service provided to the enterprise by ITS. This contract will allow ITS to replace existing unsupported storage infrastructure with a system capable of supporting current data needs as well as projected growth. The purchase will include the required equipment and professional services for installation, configuration, and data migration from the legacy storage environment to the new environment. It will also include training and six years of annual maintenance and support. The new solution will satisfy current infrastructure needs for storage, provide resiliency necessary for business continuity, and can be configured to support varying workloads and enterprise departmental needs for data and application storage.
This item has been reviewed and approved by the Information Technology Services Department.
Procurement Information
Multi-Step Invitation for Bid (IFB) 21-026 was conducted in accordance with Administrative Regulation 3.10. There were eight offers received by the Procurement Division on Sept. 25, 2020 for Phase I, which were evaluated for responsiveness to technical specifications and solicitation requirements. Six offers were deemed non-responsive for non-compliance with the solicitation's requirements and for not providing documentation to demonstrate that their proposed solution meets all minimum requirements. The remaining two responsive offers moved to Phase II, which consisted of obtaining pricing and reviewing for responsibility in providing the required goods and services. The lowest-priced offer was determined to be fair and reasonable based on previous purchases. The bid notification was sent to 215 suppliers and was publicly posted and available for download from the City's website.
The Finance Deputy Director recommends the bid from Transource Services Corporation, doing business as Transource Computers, be accepted as the lowest-priced, responsive and responsible bidder.
Contract Term
The three-year contract term will begin on or about Dec. 15, 2020. Provisions of the contract will include an option to extend the term of the contract with one additional three-year period, which may be exercised by the City Manager or his designee.
Financial Impact
The aggregate contract value including the option years will not exceed $5,205,074. In addition, Transource Computers is offering a trade in credit for hardware in the amount of $30,000. Funds are available in the Information Technology Services Department's budget. Funds for the enterprise storage equipment and services are available from existing excise tax bond proceeds.
Department
Responsible Department
This item is submitted by Deputy City Manager Toni Maccarone and the Information Technology Services Department.