Report to Mayor and City Council
Tuesday, June 18, 2024
Consent
SUBJECT:
Title
CONSIDERATION OF APPROVAL OF CONTRACT FOR DATA CENTER COLOCATION AND MANAGED SERVICES REDUNDANT COLOCATION SITE (CITY COUNCIL)
Body
I. SUMMARY
On April 9, 2024, the Purchasing Division released an RFP (No. 24-008) for Data Center Colocation and Managed Services Redundant Colocation Site. The purpose of the Data Center Colocation and Managed Services Redundant Colocation Site RFP is to acquire colocation space and related managed services to install the City’s network and server equipment into a secure and controlled environment as a component of the City’s IT Disaster Recovery Protocols. The redundant colocation site will provide an active redundant data center with geographic distance from the City’s primary data center.
The RFP closed on April 25, 2024, and the City received two (2) bids, representing four different Irvine, California data centers. Smart IT Pros, Inc. was selected as the most qualified bidder to provide cost-effective colocation racks, primary and redundant power with onsite generators, cross connections, internet service provider options, industry standard security controls, remote hands support, and 24/7 staff access, to improve the resiliency of the City’s IT Infrastructure.
II. RECOMMENDATION
Recommendation
TAKE the following actions:
1. APPROVE a contract with Smart IT Pros, Inc. for Data Center Colocation and Managed Services, for an amount not to exceed $284,589.20 for a total of 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 seeks to acquire a redundant colocation site and related managed services as a component of the City’s IT Disaster Recovery Protocols. Establishment of a disaster recovery site is considered an IT best practice and will enable initiation of several critical network and server upgrade projects currently on hold until the disaster recovery site is activated.
The Purchasing Division released an RFP (No. 24-008) for Data Center Colocation and Managed Services Redundant Colocation Site on April 9, 2024. The bid opening was held in the City Clerk’s Office on April 25, 2024. Two bids were received, representing four (4) unique data center locations. A temporary Data Center Colocation and Managed Services Redundant Colocation Site Committee was formed to evaluate, interview, and rank the bidders. Smart IT Pros, Inc. was chosen by the City’s Internal Data Center and Managed Services Redundant Colocation Site Committee as the recommended vendor. Staff’s due diligence completed over meetings, inspections, and onsite operational tours of the most competitive data centers determined that Smart IT Pros, Inc. meets all RFP 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. Smart IT Pros, Inc.’s proposed costs were reasonable and within the City’s budget at $5,180.00 for installation costs, an annual maintenance cost of $52,628.00 with a 3% increase annually, for a total 5-year term.
V. FISCAL IMPACT
The cost associated with the 5-year contract with Smart IT Pros, Inc. is not to exceed the amount of $284,589.20. The total annual maintenance cost is $52,628.00 for colocation, power, cross connects, and remote hands support, with a 3% increase each 12-month service period, a one-time installation cost of $5,180.00, for a total cost of $57,808.00 for the first year of service. The first-year costs of $57,808.00 are included in the current FY2023-24 Information Technology and Security budget. The Information Technology and Security Department will include the annual maintenance cost of the contract in the proposed 2024-25 fiscal year and subsequent years.
VI. EXHIBITS
1. Contract with Smart IT Pros, Inc. (Pages 3 - 48)
Prepared by: Gary Carter, Director, Information Technology&Security Department