South Portland City Council Position Paper of the City Manager

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1 Agenda Item #16 Meeting of June 1, 2015 South Portland City Council Position Paper of the City Manager Subject: ORDER #139-14/15 Award of Bid #30-15 to Presidio, of Woburn, MA, for the purchase of Cisco Products. Passage requires majority vote. Position: This award of bid is for the replacement of the City s core network infrastructure and a oneyear subscription for Cisco EnergyWise. The FY16 CIP included $10,000 for the subscription software from Cisco EnergyWise and $93,881 for the replacement of the Network Core Switch. The current core network was purchased in 2009 and more than one-half of the components have reached their end of life with the remaining reaching end of life within 2 years. This subscription enables businesses to query devices on their network, identify them, report on their power consumption, and allow you to adjust settings to save energy. The reporting function allows you to show actual and projected savings by kilowatt hour and dollar amount. The bid was advertised, mailed and ed to over 65 vendors. The City received quotes from five vendors ranging in price from $59, to $68, Chris Dumais worked with Presidio in strategizing solutions. He is recommending the award be made to Presidio for $59, It was the lowest bidder and meets specifications. Attached is a memorandum from Chris Dumais regarding this bid. He will be at Monday s meeting to answer any questions. Requested Action: Council passage of ORDER #139-14/15. City Manager

2 TO: James Gailey, City Manager FROM: Chris Dumais, Information Technology Director RE: Bid #30-15 Cisco Products DATE: May 21, 2015 Dear Mr. Gailey: The City IT Department issued a request for proposals for Cisco Products. Encompassed in this RFP were the replacement of the City s core network Infrastructure (6500s) and a one-year subscription for Cisco EnergyWise. The City purchased the core network back in More than one- half of the components in each core switch have reached their end of life with the remaining components reaching their end of life within 2 years. These switches do not fully support current technology for fault tolerance and redundancy. They also do not have the capability to support the higher speeds of a 10 gigabit network. Cisco EnergyWise is a software subscription that enables businesses to query devices on their network, identify them, report on their power consumption, and allows adjustment settings to save energy. The reporting function shows actual and projected savings by kilowatt hour and dollar amount. RFP #30-15 was issued to 65 vendors seeking a quotation for the replacement Core and Cisco EnergyWise licenses. Presidio of 10 Sixth Road, Woburn, MA was the lowest bidder of the 5 responses and spent considerable time strategizing with me on solutions. My recommendation is to award Bid #30-15 to Presidio. I will be at the City Council meeting on June 1, 2015 to answer any questions. Thank you for your consideration of this purchase. Respectfully submitted, Chris Dumais Information Technology Director Information Systems - Network Switch Core Upgrade $54, Information Systems - Green CIP - Cisco EnergyWise $5,

CITY OF SOUTH PORTLAND SUSAN M. MOONEY City Clerk LINDA C. COHEN Mayor JAMES H. GAILEY City Manager SALLY J. DAGGETT Jensen Baird Gardner & Henry District One CLAUDE V.Z.

5 CITY OF SOUTH PORTLAND SUSAN M. MOONEY City Clerk LINDA C. COHEN Mayor JAMES H. GAILEY City Manager SALLY J. DAGGETT Jensen Baird Gardner & Henry District One CLAUDE V.Z. MORGAN IN CITY COUNCIL ORDER #139-14/15 District Two PATRICIA SMITH District Three MELISSA LINSCOTT District Four LINDA C. COHEN District Five BRAD FOX ORDERED, that award of Bid #30-15 be and hereby is made to Presidio, of Woburn, MA, in the amount of fifty-nine thousand nine hundred eighty-nine dollars and ninety cents ($59,989.90) for the purchase of Cisco products. $54, shall be charged to the FY16 CIP Network Switch Core Upgrade Account # $5, shall be charged to the FY16 CIP Cisco EnergyWise Account # At Large MAXINE BEECHER Fiscal Note: $59, At Large THOMAS E. BLAKE Dated: June 1, 2015 P.O. Box 9422 South Portland, ME Telephone (207) Fax (207)

6 BID RESULTS CISCO PRODUCTS Bid #30-15 Bids for Cisco Products for the City of South Portland were opened on Wednesday, May 20, 2015 at 2:00 P.M. The bid was advertised, mailed and ed to sixty-five (65) Technology Vendors. Five (5) bidder(s) responded. Presidio Woburn, MA eplus Herndon,VA VSGI Dover, NJ PCMG Shelton, CT ACP West Seneca, NY $59, $60, $68, $65, $67, Recommend award to Presidio low bidder Source of Funds: IS - Network Switch Core Upgrade # $54, IS - Green CIP - Cisco EnergyWise # $ 5, Finance Director City Manager

FINANCE DEPARTMENT INVITATION TO BID GREGORY N. L HEUREUX Finance Director KRISTIE BRADBURY Deputy Finance Director Cisco Products COLLEEN C.

7 FINANCE DEPARTMENT INVITATION TO BID GREGORY N. L HEUREUX Finance Director KRISTIE BRADBURY Deputy Finance Director Cisco Products COLLEEN C. SELBERG Purchasing Agent Sealed bids for furnishing the City of South Portland, Maine with Cisco Products as specified below and in the attached proposal will be received by the City Purchasing Agent, Room 105, City Hall, 25 Cottage Road, South Portland, Maine until 2:00 P.M., Wednesday, May 20, 2015 at which time they will be publicly opened and read aloud. Proposals received after above stated date and time will not be considered. Bids shall be submitted on the attached bid form, or equivalent quote form, in sealed envelopes, plainly marked "Bid #30-15 for Cisco Products" and shall be addressed to the Purchasing Agent at the above address. Delivery to be made upon receipt of purchase order and shall be delivered to, Information Services, 25 Cottage Rd Street, South Portland, Maine. Bidders must provide the EXACT product requested, any other products can be rejected as not meeting specifications. Equivalents will be considered where specified below. Bidders must be registered as a Cisco Premier Partner and be in the New England Area. All equipment must be in NEW condition and be accompanied by standard manufacturers warranties. The City will entertain all purchasing options, including direct buy and leasing. Please contact Chris Dumais cdumais@southportland.org with any questions. It is the custom of the City of South Portland to pay its bills within 20 to 30 days following delivery of and receipt of bills for all items covered by the purchase order. In submitting bids under attached specifications bidders should take into consideration all discounts, both trade and time, allowed in accordance with the above payment policy. All bidders should quote net prices, therefore, exclusive of all Federal Excise Taxes. The City of South Portland reserves the right to waive all informalities in bids, to accept any bid or any portion thereof, or to reject any or all bids should it be deemed in its best interest to do so. Except as otherwise required by law or as specifically provided to the contrary herein, the award of this bid shall be governed by the City's purchasing ordinance. Colleen C. Selberg Purchasing Agent

8 P R O P O S A L The UNDERSIGNED hereby proposes to furnish Cisco Equipment to the City of South Portland, Maine, F.O.B., City Hall, 25 Cottage Rd, South Portland, Maine, with delivery to be made upon receipt of purchase order, in accordance with the attached Invitation to Bid, the following specifications, and at the following prices and delivery times: Name Description Qty Unit Price WS-C4500X-16SFP+ Catalyst 4500-X 16 Port 10G IP Base Frontto-Back 2 No P/S CON-SNT-WSC16SFX SMARTNET 8X5XNBD Catalyst 4500-X 16 2 Port 10G IP Base Fro C4KX-PWR-750AC-R Catalyst 4500X 750W AC front to back 2 cooling power supply C4KX-PWR-750AC-R/2 Catalyst 4500X 750W AC front to back 2 cooling 2nd PWR supply C4500X-16P-IP-ES IP Base to Ent. Services license for 16 Port 2 Catalyst 4500-X WS-C2960X-48FPD-L Catalyst 2960-X 48 GigE PoE 740W 2 x 10G 6 SFP+ LAN Base C2960X-STACK Catalyst 2960-X FlexStack Plus Stacking 6 Module CAB-STK-E-0.5M Cisco FlexStack 50cm stacking cable 6 Total Price SFP-10G-LR= or equivalent 10G SFP. Single Fiber Optic also considered EW-DO-LICSW-K9= EW-DO-1Y-DE 10 Gig Long Range SFP Module 14 License for Cisco EnergyWise Management Distributed Office EnergyWise Management for DO 1 Yr. Subscription Signed: (Corporation, Firm or Company) By: (Officer, Authorized Individual or Owner) Title: Mailing Address: Zip Code Date: Telephone: Fax: NOTE: Bids must bear the handwritten signature of a duly authorized member or employee of the organization making the bid.

South Portland City Council Position Paper of the City Manager

Agenda Item #6 Meeting of August 4, 2014 South Portland City Council Position Paper of the City Manager Subject: ORDER #12-14/15 Award of Bid #30-14 to GWI, of Biddeford, ME, for dark fiber infrastructure.