TITLE
Consider a memorandum/resolution awarding a one (1)-year service agreement for Cisco SmartNET to Technology for Education LLC.
SUMMARY
DATE: August 15, 2017
TO: Ronald L. Olson, City Manager
FROM: Thomas A. Moore, Executive Director of Information Technology Services
SUBJECT: Authorize the Award of a Cisco SmartNET Services Agreement
BACKGROUND AND FINDINGS:
The City of Killeen’s network is comprised of switches, routers, and firewalls for network connectivity. The city also has a Call Manager VoIP system for telephone service. In March of 2015, a plan was approved to purchase all Cisco equipment to replace the city-owned network equipment and create an infrastructure that would meet current and future city needs. The purchase allowed for an initial 12-month period of SmartNET support; this request is for a continuation of the support for the next 12 months. SmartNET service provides escalated assistance, emergency support, and software installs/updates for all Cisco systems and devices. Information Technology requested 12-month pricing plans from multiple Cisco resellers to attain the best pricing available. This purchase is through the Texas DIR purchase program. We received three quotations from reliable vendors and choose Technology for Education LLC (TFE) as the providing the best value.
THE ALTERNATIVES CONSIDERED:
1. Purchase Cisco SmartNET.
2. Do not purchase SmartNET and forgo this support.
Which alternative is recommended? Why?
Cisco SmartNET's service is designed to maintain the most effective and reliable network. Without the SmartNET support, the city would pay 100% of replacement costs for any of the Cisco devices that fail. Additionally, costs for any upgrades or changes in software or firmware would also be the responsibility of the city.
Option one is the recommended option.
CONFORMITY TO CITY POLICY:
This purchase request is within the parameters set forth in the state and city purchasing policies.
FINANCIAL IMPACT:
What is the amount of the expenditure in the current fiscal year? For future years?
Funding for this project is available in the amount of $61,805.13 within the IT Services software maintenance budget. We have included this cost for FY18 with a projected 5% increase in costs.
Is this a one-time or recurring expenditure?
This is an annual recurring expenditure.
Is this expenditure budgeted?
Yes
If not, where will the money come from?
Is there a sufficient amount in the budgeted line-item for this expenditure?
Yes
RECOMMENDATION:
Staff recommends that the City Council authorize the City Manager to award to TFE the support agreement for Cisco SmartNET.
DEPARTMENTAL CLEARANCES:
Finance
Legal
ATTACHED SUPPORTING DOCUMENTS:
TFE Quote
Presidio Quote
Century Link Quote
Certificate of Interested Parties