cover
TO: Mayor Robert J. O’Connor
FROM: Kenneth Nelson, Police Information Systems Coordinator
DATE: March 15, 2017
SUBJECT:
Resolution authorizing the purchase of replacement Cisco network equipment and consulting services from Sentinel Technologies, Inc. in the not-to-exceed amount of $712,500.00 for the Police Department and Fire Station #8 server room.
PURPOSE:
Cisco Systems partnered with the City to provide network hardware and services for the City of Aurora in 2007 and subsequently assigned Sentinel Technologies as the preferred channel partner servicing the City. 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 previous Cisco purchases; equipment being replaced will be removed from Cisco support in 2017. Purchasing new equipment represents the second phase of a 5 year CIP ending in 2020. City Council approved the first phase of replacements in early 2016 pursuant to resolution number R16-054.
DISCUSSION:
The IT department has identified all Cisco equipment that will be removed from support over the course of this CIP, 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. 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.
All costs associated with this purchase will be drawn from the 353-1232-419.73-86 account. If necessary, transfers from this account may be made to satisfy tracking of commodity codes for purchasing:
- $619,590.00 for replacement Cisco hardware and SMARTnet (parts list attached);
- $59,740 for Sentinel consulting and technical assistance;
- $31,170 for contingency.
This is a planned 2017 project, and sufficient funds are available in account 353-1232-419.73-86
The Sentinel quote and sole source affidavit are attached.
IMPACT STATEMENT:
The major impacts are positive and include, but not limited to, 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 ________________
title
A Resolution authorizing the purchase of replacement Cisco network equipment and consulting services from Sentinel Technologies, Inc. in the not-to-exceed amount of $712,500 for the Police Department and Fire Station #8.
body
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 2008, and will be moving off Cisco support in 2017, and
WHERAS, Cisco Systems and Sentinel Technologies have agreed to substantially discount Cisco hardware and SMARTnet support beyond 46% under the condition that Sentinel Technologies act as the purchasing channel, and
WHEREAS, Sentinel has provided quotes in the amount of $691,590.00 for hardware and SMARTnet, and $59,740.00 for technical assistance, and
WHEREAS, funds are available in account 353-1232-419.73-86 including $31,170 for contingency, 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 not-to-exceed amount of $712,500.00 is hereby approved, and the Director of Purchasing is hereby authorized to execute all associated purchasing documents for the Police Department and Fire Station #8 server room.