Report to Mayor and City Council
Tuesday, April 02, 2024
Consent
SUBJECT:
Title
CONSIDERATION OF APPROVAL OF CONTRACT FOR DATA CENTER COLOCATION AND MANAGED SERVICES. (CITY COUNCIL)
Body
I. SUMMARY
On December 1, 2023, the Purchasing Division released an RFP (No. 23-048) for Data Center Colocation and Managed Services. The purpose of the Data Center Colocation and Managed Services RFP is to acquire colocation space and related managed services to relocate 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 original RFP did not stipulate any specific colocation building addresses but limited the geographic scope to City of Los Angeles to solicit bids from multiple colocation buildings. Only one bid was received, and the amount was significantly higher than the project budget due to excessive Non-Recurring Costs applied to Power.
During the City Council Meeting held Tuesday January 23, 2024, City Council authorized staff to reject the sole bid and authorized staff to rebid the RFP with a limited number of colocation buildings identified by staff as viable and of interest to the City’s infrastructure plans. This modification was intended to generate competitive bids from multiple vendors operating within the City’s short list of colocation buildings.
On February 1, 2024, the Purchasing Division released a Re-Bid RFP (No.24-001) for Data Center Colocation and Managed Services. The RFP closed on February 22, 2024, and the City received four (4) bids, representing three different Los Angeles colocation buildings. EvoDC,LLC was selected as the best 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
1. APPROVE a contract with EvoDC,LLC for Data Center Colocation and Managed Services, for an amount not to exceed $187,925.00 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
1. TAKE another action the City Council deems appropriate.
IV. BACKGROUND
The City of Carson seeks to acquire colocation space 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. 23-048) for Data Center Colocation and Managed Services on December 1, 2023. The bid opening was held in the City Clerk’s Office on December 18, 2023. Only one bid was received, and the amount was significantly higher than the project budget due to excessive Non-Recurring Costs applied to Power. City Council authorized staff to Re-bid the RFP On January 23, 2024.
The Purchasing Division released a Re-Bid RFP (No. 24-001) for Data Center Colocation and Managed Services on February 1, 2024. The bid opening was held in the City Clerk’s Office on February 22, 2024. There were four (4) bid responses. A temporary Data Center Colocation and Managed Services committee was formed to evaluate, interview, and rank the bidders. EvoDC,LLC was chosen by the City’s Internal Data Center and Managed Services Committee as the recommended vendor. Staff’s due diligence completed over several meetings and onsite tours of the most competitive data centers determined that EvoDC,LLC 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. EvoDC,LLC’s proposed costs were reasonable and within the City’s budget at $500.00 for installation costs, and an annual maintenance cost of $37,485.00, for a total 5-year term.
V. FISCAL IMPACT
The cost associated with the 5-year contract with EvoDC,LLC is not to exceed the amount of $187,925.00. The total annual maintenance cost is $37,485.00 for colocation, power, cross connects, and remote hands support, with a one-time installation cost of $500.00, for a total cost of $37,985.00 for the first year of service. The first year costs of $37,985.00 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 EvoDC,LLC. (pgs. 4 - 49)
Prepared by: Gary Carter, Director, Information Technology&Security Department