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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