Report to Mayor and City Council
Tuesday, April 16, 2024
Consent
SUBJECT:
Title
CONSIDERATION OF APPROVAL OF CONTRACT FOR IT EQUIPMENT AND SUPPORT SERVICES WITH VARDATA LLC (CITY COUNCIL)
Body
I. SUMMARY
On March 14, 2024, the Purchasing Division released an Invitation for Bids IFB (No. 24-06) for IT Equipment. The IT equipment includes Juniper network equipment and related software subscriptions to establish the City’s network at each of the City’s designated IT Disaster Recovery data center locations. The Juniper network equipment also includes Multi-Gigabit Wi-Fi 6E 802.11ax access points for installation at City Hall, providing maximum data rates of 4800Mbps in the 6GHz band, 2400 Mbps in the 5GHz band, and 1148 Mbps in the 2.4GHz band. The Wi-Fi access points will provide an improved mobile experience for the City’s employees and visitors. Maintenance and support is included for all data center network equipment and indoor Wi-Fi access point equipment for a period of 5 years. Outdoor rated Wi-Fi access point equipment is covered under maintenance and support for a period of 24 months.
The IFB closed on April 4, 2024, and five (5) bids were received, from qualified resellers. Vardata LLC was selected as the recommended vendor to provide the IT equipment and support services, based on demonstrated competence, the professional qualifications necessary for satisfactory performance of the required services, and a fair and reasonable price.
II. RECOMMENDATION
Recommendation
1. APPROVE a contract with Vardata LLC for hardware, software, maintenance and support for an amount not to exceed $446,763.87 for a total term of 5 years; and
2. AUTHORIZE the Mayor to execute the contract after approval as to form by the City Attorney.
Body
III. ALTERNATIVES
TAKE another action the City Council deems appropriate.
IV. BACKGROUND
The City of Carson is in the process of upgrading its network environment to establish IT Disaster Recovery data centers in accordance with the City’s IT Disaster Recovery protocols.
On March 14, 2024, the Purchasing Division released an Invitation for Bids IFB (No. 24-06) for IT Equipment. The IT equipment includes network equipment and related software subscriptions and maintenance.
The bid opening was held in the City Clerk’s Office on April 4, 2024. There were five (5) bid responses, detailed as follows:
IT Visions Network Inc. with a bid of: $24,336.12
Vardata LLC with a bid of: $446,763.87
SHI International Inc. with a bid of: $493,231.98
Zones LLC with a bid of: $536,775.07
General Datatech LP with a bid of: $590,981.44
A temporary IT Equipment Committee was formed to evaluate, interview, and rank the bidders. IT Visions Network Inc.’s bid was determined to be incomplete and non-responsive. Vardata LLC was chosen by the City’s Internal IT Equipment Committee as the recommended vendor. Staff’s due diligence determined that Vardata LLC meets all IFB requirements, City’s contractual terms and conditions, and the selection was made in compliance with Section 2611(c) of the City’s Purchasing Ordinance which permits the City to award professional services contracts based on demonstrated competence, the professional qualifications necessary for satisfactory performance of the required services, and a fair and reasonable price. Vardata’s proposed costs were reasonable and within the City’s budget at $292,976.00 for equipment costs, $108,502.00 for 5-Year maintenance costs on network equipment and indoor Wi-Fi access points, and 2-Year maintenance costs for Outdoor Wi-Fi access points of $975.00, for a total cost of $446,763.87 after adding freight costs and sales taxes.
Finally, it should be noted that Vardata LLC is a New York limited liability company which, as of the time of writing this report, is not yet authorized to conduct business in California. It is anticipated that Vardata LLC will file with the California Secretary of State imminently. In any event, staff will ensure the City will not execute the contract until such time that Vardata LLC registers with the State.
V. FISCAL IMPACT
The cost associated with the 5-year contract with Vardata LLC is not to exceed the amount of $446,763.87. The total cost of $446,763.87 is included in the current Information Technology & Security Department FY2023-24 budget. VI. EXHIBITS
1. Contract with Vardata LLC
Prepared by: Gary Carter, Director, Information Technology&Security Department