Item 5CCity of Southlake, Texas
MEMORANDUM
May 31, 2006
To: Shana Yelverton, City Manager
From: Gary Gregg, Technical Services Manager
Subject: Award of bid to purchase, deliver, install and maintain an internet protocol
storage area network (IP SAN) and E -mail archival system, inclusive of
training of information technology personnel to MPC —G, LLC for $39,063.
Action Requested: City Council approval of award of laid to purchase, deliver, install and
maintain an internet protocol storage area network (IP SAN) and E -mail
archival system, inclusive of training of information technology personnel
to MPC —G, LLC for $39,063.
Background
Information: On April 28, 2006 the City opened sealed RFP high technology proposals
to purchase, deliver, install and maintain an internet protocol storage area
network (IP SAN) and E -mail archival system, inclusive of training of
information technology personnel. The advertisement began March 29,
2006. Staff conducted the RFP process in compliance with applicable
laws and procedures. Five vendors submitted proposals for this project
(Forsythe Solutions, Dallas Digital Services, Sequel, Gateway and MPC
Computers). Technical Services members reviewed the proposals. Two
proposals were ranked by the panel for further review. Technical Services
members received presentations from Dallas Digital Services and MPC -G,
LLC. The panel recommends MPC -G, LLC to implement the project. A
tabulation attached demonstrated that the proposal is within the budgeted
amount.
This project entails two components, an IP SAN and email archival
solution. Our current strategy calls for the storage of application data on
the respective server(s) and tape backups performed nightly to provide for
backup and data restoration if necessary. We have so much data on so
many servers that we cannot back up all the data each night. The IP SAN
will allow for the storage of all our data on a consolidated platform that is
highly redundant and reliable. The second component of this request for
proposal included an email archival solution for archival, indexing and
preservation of the City's email.,. _
Financial
Considerations: There are funds for this project in the FY 05/06 Support Services budget.
Citizen Input/
Board Review: None
Legal
Review: The process followed State bidding procedures for high technology
proposals, The total amount of this purchase requires City Council
approval,
Alternatives: The Council may approve the purchase or deny it. If the bid is rejected
staff would continue to stone data on the respective servers and continue to
modify backup routines to best backup our data.
Supporting
Documents: Proposal tabulation
Staff
Recommendation: City Council approval of award of bid to MPC —G, LLC in the amount of
$39,06.3
Staff
Contact: Gary Gregg, Technical Services Manager
CITY OF SOUTHLAKE
DEPARTMENT: T SERVICES
BID TABULATION FORM
QUOTE DUE: 4.2x.06
RFP #: 010-06ANZ
Form Prepared By: Deb Russell
Name of Vendor
FORSYTHE DALLAS DIGITAL
Date Prepared: 5.6.06
SOLUTIONS SERVICES
SEQUEL
GATEWAY MPC COMPUTERS
Quoter #:
Contact Name:
MARK FERRELL RICK ESSEX
PETER SURPRENANT
BULL FREEH /JAMES MAY
Contact Number:
972.543.62I4 817.577.8794
713.988.5903
1.800.211.4952 X25482 1.800,438.3343
5800 GRANITE
PARKWAY, STE 410 5316 BRANSI:ORD
6111 REDDIND RD
610 GATEWAY DRIVE NO. PO BOX 94172 CHICAGO, IL
Physical Address:
PLANO, TX 75024 COLLEYVILLE, TX 76034
HOUSTON, TX 77036
SIOUX CITY, SO 57049 60696.4172
ITEM Description:
$22,705 +$11,100 +$15
Purchase and Delivery of IP SAN equipment as
ITEM B.2.1.
proposed in their Scope of Services.
$ 59,080.78
$ 36,920.00
$ 43,808.00
$ 59,949.72
$ 25,000.00
Purchase of Extended Equipment Warranty for an
ITEM B.2.2.
hourly rate and Cost+ % of replacement parts.
$ 5,857.01
$ 800.00
$ 20,888.00
$ 4,463.00
MAINTENANCE HOURLY RATE AMOUNT
COST + %:
covered under maint.
INSTALL & TRAINING
On -site Training of Technical Services Personnel on
ITEM 2.3.
IP SAN Equipment.
$ 3,045.00
$ 6,200.00
$ 9,000.00
$ 9,600.00
Total
$ 67,982.79
$ 43,920.00
$ 73,696.00
$ 59,949.72
$ 39,063.00
NOTE TO PURCHASING AGENT:
Request award to
for the following reason(s):
Low Bid
Delivery Time
Other
Emergency repair