HomeMy WebLinkAboutE-8 Staff Report - Network Infrastructure upgradeCONSENT ITEM
E-8
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
VIA: SERGIO GONZALEZ, CITY MANAGER
FROM: ANN GRAF, DIRECTOR OF INFORMATION TECHNOLOGY &
LIBRARY SERVICES
DATE: JANUARY 19, 2021
SUBJECT: REQUEST TO APPROVE PURCHASE OF NETWORK INFRASTRUCTURE
EQUIPMENT
BACKGROUND:
The City has an aging telecommunications system purchased over 25 years ago. System software and
hardware is at end of life, the vendor has limited support available, and parts will become difficult to
find as the system continues to age. The system no longer meets the City’s operational needs. The City
contracted with ClientFirst in 2018 to assist in analyzing the existing phone system and determine the
functional and technical needs of the City. Staff have completed a detailed review of the existing
telecommunications system and equipment and evaluated alternatives and options regarding
replacement of the existing system.
In order to replace the phone system, multiple components need to be addressed in order to support the
new technology. Thus, the phone system replacement is being implemented in three phases: cabling
infrastructure replacement, network equipment upgrade and replacement, VOIP system selection and
implementation.
The cabling infrastructure replacement is nearing completion, the second phase to upgrade and replace
the network equipment infrastructure is next. In order to meet our current needs and ensure the
infrastructure investment we make will serve our long range goals, we interviewed multiple vendors to
insure the best fit at the best price point. We requested the selected vendor to work with city staff and
telecommunications consultant to configure equipment that will service these long term goals and
support the new VOIP telephone system.
RECOMMENDATIONS:
Staff recommends the City Council take the following actions:
1)Waive the competitive bidding process as authorized under Azusa Municipal Code section 2-
517(38) Solicitation and Bidding exceptions; Computers, Computer components;
APPROVED
CITY COUNCIL
1/19/2021
Purchase of network infrastructure equipment
January 19, 2021
2)Approve the hardware purchase and implementation services from ConvergeOne, not to exceed
amount of $441,000; and
3)Authorize the Mayor to sign and execute the Professional Services Agreement and Scope of
Work, in a form acceptable to the City Attorney, on behalf of the City.
ANALYSIS:
The City has an aging telecommunications system and it has performed far beyond its expected
lifespan. The phone system replacement would need to be implemented in three phases: cabling
infrastructure replacement, network equipment upgrade and replacement, VOIP system selection and
implementation.
Phase two includes upgrading the network hardware in all of the network closets in every facility in the
City. This hardware will support the new cabling infrastructure, provide power over Ethernet (POE),
and expand the capacity of existing data network and support the new VOIP phone system. In order to
meet our current needs and ensure the investment we make will serve our long range goals we
interviewed several vendors. The selected vendor worked with city staff and telecommunications
consultant to identify all requirements and specifications based on each data location, and included
redundancy where needed and uninterrupted power supplies in all data closets. Networking equipment
will be replaced in a total of 28 network closets and 13 locations throughout the City.
The City would enter into a Professional Services Agreement with ConvergeOne Data which would
include the acquisition, configuration, and implementation of the upgrade and replacement of computer
networking equipment.
FISCAL IMPACT:
Upon Council approval of the recommended actions, award the purchase of network equipment to
ConvergeOne for $441,000. The telephone system project cost was included in the approved FY 2020-
21 Capital Outlay Budget at $661,500 under the Capital & Infrastructure account 46-00-000-000-7140.
The remaining funds will be carried forward to cover future phases for the completion of the phone
system project as a whole.
Prepared by: Fiscal Impact Review:
Ann Graf Talika M. Johnson
Director of Information Technology Director of Administrative Services
& Library Services
Reviewed and Approved:
Sergio Gonzalez
City Manager
Attachment:
1)Solution Summary
Attachment 1