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TO: Mayor Thomas J. Weisner
FROM: James J. Dahl, MIS Director
DATE: January 26, 2016
SUBJECT:
Request for authorization to purchase replacement Cisco network equipment and consulting services from Sentinel Technologies, Inc. in the amount of $777,714.00 for City Hall, Water Production, and Fire Station #8.
PURPOSE:
Cisco Systems and Sentinel Technologies have partnered to provide network hardware and services for the City of Aurora since 2007. Cisco has assigned Sentinel Technologies as the preferred channel partner servicing the City of Aurora. As such, Sentinel provides design and planning Network Engineers at no cost and offers discounts not available elsewhere.
BACKGROUND:
In 2007 the City of Aurora standardized on Cisco network switch and routing equipment to build a city-wide fiber network. In subsequent years, the City grew the network in phases and implemented other Cisco solutions (i.e. VOIP). This request is designed to replace equipment from the original 2007 Cisco purchase. The equipment being replaced will be removed from Cisco support in 2016.
DISCUSSION:
The IT department as identified all Cisco equipment that will be removed from support over the next three years, and will purchase replacement gear prior to losing support. This will ensure the useful life of equipment is maximized, and at the same time ensure the network is kept up-to-date and supported.
In the past, through Sentinel the City of Aurora has received a 46% discount on Cisco hardware and a 13% discount on the initial year of SMARTnet maintenance. Sentinel has teamed with Cisco to increase these discounts to 54.9% and 23% respectively. As the City of Aurora's assigned Cisco channel partner, these discounts are only offered through Sentinel and no other channel partner is able to match these prices.
Costs associated with this purchase are:
- $709,574.00 for replacement Cisco hardware and SMARTnet (a parts list is attached).
- $68,140.00 for Sentinel consulting and technical assistance.
This is a planned 2016 project, and funds are available in MIS account numbers:
- 340-1232-419.64-12 / Hardware / $678,094.00
- 101-1232-419.32-20 / Contracted Services / $68,140.00
- 101-1232-419.38-26 / Repairs & Maintenance / $31,480.00
The Finance Department has been contacted to ensure neither Cisco Systems, nor Sentinel Technologies have outstanding debt with the City.
The Sentinel quote and a sole source affidavit are attached.
IMPACT STATEMENT:
The major impacts are positive. They include enhanced stability and support of City networks, and significant savings to the City.
RECOMMENDATIONS:
I request the proposed resolution be adopted.
cc: Alderman O’Connor, Chairman
Alderman Mervine
Alderman Bohman
Alderman Mesiacos, Alternate
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
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A Resolution Authorizing the purchase of replacement Cisco network switches and equipment and consulting services from Sentinel Technologies, Inc. in the amount of $777,417.00 for City Hall, Water Production, and Fire Station #8.
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WHEREAS, the City of Aurora has a population of more than 25,000 persons and is, therefore, a home rule unit under subsection (a) of Section 6 of Article VII of the Illinois Constitution of 1970; and
WHEREAS, subject to said Section, a home rule unit may exercise any power and perform any function pertaining to its government and affairs for the protection of the public health, safety, morals, and welfare; and
WHEREAS, the City of Aurora operates and maintains a city-wide network that utilizes Cisco Systems as its standard network hardware provider, and
WHEREAS, much of the current network equipment has been in place since 2007, and will be moving off of Cisco support in 2016, and
WHERAS, Cisco Systems and Sentinel Technologies have agreed to a 54.9% discount off of Cisco hardware a 23% discount off of the first year of Cisco SMARTnet support under the condition that Sentinel Technologies act as the purchasing channel, and
WHEREAS, Sentinel has provided quotes in the amount of $709,574.00 for hardware and SMARTnet, and $68,140.00 for technical assistance, and
WHEREAS, funds are available in MIS account 101-1232-419.32-20 ($68,140.00), 101-1232-419.38-26 ($31,480.00), and 340-1232-419.64-12 ($678,094.00), and
WHEREAS, pursuant to Aurora Code Section 2-335(a)(3) this is a sole source purchase, and failure to act promptly may likely result in a substantial increase in cost thereof to be borne by the city.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: approve the purchase of replacement Cisco network switches and equipment and consulting services from Sentinel Technologies, Inc. in the amount of $777,714.00 is hereby approved, and the Director of Purchasing is hereby authorized to execute all associated purchasing documents for City Hall, Water Production, and Fire Station #8.