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TO: Mayor Richard Irvin
FROM: Michael Pegues, CIO
Jeff Anderson, Deputy CIO
Keith Wouk, Network Manager
DATE: November 6, 2023
SUBJECT:
Resolution to provide annual true-up to Scientel Solutions LLC., 2021 N Eola Rd, Aurora, IL 60502, for Network Infrastructure Managed Services of city-wide network infrastructure for an amount not to exceed $139,050.
PURPOSE:
At the time of the award of R21-136, the City and Scientel agreed upon pricing at 250 network devices in use across the City pending a detailed inventory assessment.
Following expansion of the city-wide network including new services at 1226 Grand Boulevard, 101 Lake Street and expanded services at River Edge Park, Aurora Police Department, City staff and Scientel agree that 527 network devices will be in use by the end of 2023.
BACKGROUND:
In 2016, the IT Department received Council approval to enter a five (5) year SmartNet maintenance agreement with Cisco that totaled $2,159,885. From 2016 until the passage of R21-136, the IT Department received Council approval for purchase of new and replacement Cisco equipment totaling $1,034,753. This 5-year total spend of $3,194,638, equated to a $638,928 average annual spend on Cisco equipment and licenses.
The Scientel agreement approved in R21-136 also includes network design, planning, procurement, monitoring and installation of devices which is not included in the former Cisco agreement.
Based upon the true up submitted in 2022, Year 3 of the agreement in R22-357 was to have been $762,200. The increase in the size and scope of the city network and subsequent number network devices deployed adds $139,050 to that amount making the new cost for Year 3 $901,250 which will be billed to the City quarterly.
City IT staff maintains accountability and control of the network traffic and is responsible for overall network performance. With this agreement, City IT staff has a co-partner to help manage physical components and develop network enhancements as the requirements of the City's network continue to expand over time.
In addition to the costs listed above, if City IT staff had continued to utilize Cisco equipment and the required Cisco SmartNet licensing over the last three years, the total cost to the City just for product licensing would have been $2,782,230.96. The cost of the Scientel contract over the same period - which includes those services - has been $1,991,700.00, which is a $790,530.96 savings to the City
DISCUSSION:
City IT staff selected Scientel Solutions the Network Infrastructure Managed Services partner. Scientel’s Solution offered an efficient, cost-effective, and risk-reducing approach for the City.
Scientel’s global headquarters based locally in Aurora, IL is home to a 24x7x365 Network Operations Center (NOC) with a world-class dispatch process. Scientel has integrated all City networking equipment into Scientel’s 24x7 NOC for monitoring to ensure that all networking equipment is operating effectively
Estimated network equipment purchases is an estimate based upon the previous year replacement amounts and estimated work in 2024.
A budget amendment will be submitted to Account Number # 101-1280-419.38-26 to pay for this purchase.
IMPACT STATEMENT:
As part of the City of Aurora Technology Strategic Plan or “IT Roadmap”, the Information Technology Department is seeking to evaluate and improve efficiencies throughout the organization. This purchase is aligned with the Strategic Plan.
RECOMMENDATIONS:
Request approval to adopt the proposed resolution.
cc: Finance Committee
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
title
A Resolution to provide annual true-up to Scientel Solutions LLC., 2021 N Eola Rd, Aurora, IL 60502, for Network Infrastructure Managed Services of city-wide network infrastructure for an amount not to exceed $139,050.
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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's Network Infrastructure is managed by the IT Department and Scientel through a network managed service provider agreement; and
WHEREAS, City IT staff wishes to reduce risk and costs while maintaining a high-performing City-wide network; and
WHEREAS, Resolution R21-136 awarded Network Infrastructure Managed Services to Scientel Solutions LLC; and
WHEREAS, the Software purchases on the City's behalf to manage the new network have added up to $762,020 and the increase in number of network devices deployed will increase the Year 3 cost to $901,250 which is billed to the City quarterly; and
WHEREAS, Scientel has performed admirably during the first two years of the contract; and
WHEREAS, a budget amendment will be submitted to Account Number # 101-1280-419.38-26 to pay for this purchase
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: to provide annual true-up to Scientel Solutions LLC., 2021 N Eola Rd, Aurora, IL 60502, for Network Infrastructure Managed Services of city-wide network infrastructure for an amount not to exceed $139,050.